World Fax Tools for Working with GoldMine

Overview

World Fax has a useful "plug-in" tool that allows integration with GoldMine for sending faxes and updating the results into the GoldMine history database.

Installation

After installing the World Fax software, you can install the "plug-in" or "add-on" for working with GoldMine.

If you Explore the World Fax CD, you'll find a program called "GMImportAddOn.EXE".

Double-click this file to start the installation program.

The installation is very fast and will give you an "Installation Completed" message when finished.

Getting Started

Welcome to the GoldMine Import Tool for World Fax.

The program will allow you to easily import your fax lists from GoldMine into World Fax.

The idea is to match or "link" the GoldMine fields to the corresponding World Fax fields. For example, the GoldMine field "Contact1 Fax" corresponds to the "Fax" field in World Fax.

You can link any GoldMine field on the left side to any World Fax field on the right side. World Fax has 6 pre-defined fields and up to 10 user-defined fields. You can change any of the pre-defined links except for "Account No." — this field is required for updating the GoldMine history with the results of the fax broadcast.

Figure 1 : Main screen of the GoldMine to World Fax Import Manager

Logon Info

World Fax needs to know your GoldMine Logon information. Click the "Logon" button to bring up the following dialog — type in your GoldMine User name and password.

Figure 2: GoldMine User Logon Information

Creating / Removing a Link

To create a link, highlight a GoldMine field on the left hand list and click the ">>" button located next to the World Fax field with which you want to establish a link.

Figure 3: "Before" - Selecting a GoldMine field (e.g. Fax)

Figure 4: "After" - The GoldMine "Contact1->Fax" field is linked to the World Fax "Fax" field

To remove a link, click the "<<" button located next to the World Fax field you don't want anymore.

Figure 5: "Before" Removing the Link

Figure 6: "After" Clicking the "<<" Button

Record Selection Options

To set your record selection options, click the OPTIONS button on the toolbar (or choose Edit | Options from the menu).  These choices affect which GoldMine records will be imported into World Fax.  The choices are:

Figure 7: Choosing Your Record Selection Options

Note:  The two latter options require that GoldMine is running.  If GoldMine is not running, you can start it by clicking the "RUN GOLDMINE" button.

Click OK in the Options dialog to close it and activate the selected option.

Starting the Import

To start the Import, click the IMPORT button on the toolbar.  You will be prompted to provide a name for the fax list file — type something appropriate such as "customers".  Note: the extension ".fax" will automatically be added to the file name to identify it as a World Fax fax list. 

Figure 8: The "Save Fax List As ... " box -- Type in a name

After processing, you should get an "import successful" message.

Figure 9: Import Successful message

The program will then exit and return you to the Job Setup Wizard screen. 

The Job Setup Wizard

The Job Setup Wizard will show the full pathname to the fax list that was created such as "c:\Program Files\World Fax Client\customers.fax".

Figure 10: The Fax List is automatically inserted into the Job Setup Wizard screen

To confirm that the fax list was imported properly, click the View button (binoculars) to load the fax list into the Fax List Viewer window.

 

Figure 11: The Imported Fax List as seen in the Fax List Viewer

After confirming the fax list, continue with the rest of the steps of the Job Setup Wizard.

Updating the Fax Results into GoldMine

After the fax broadcast job is finished, you can put the results into the GoldMine history database.

To import the results into GoldMine,

Figure 12:  Click the Update button

4. The Update window will appear:

Figure 13: The Update Window

5.Select the GoldMine "Activity" type.

6.Type in a Reference (the default is the Job name)

7. Type in any notes you want to appear.

8. Click the Options button to select extra information that you want to appear in the history:

Figure 14: Extra Information Options

9.       Click OK.

10.   Click the Update button to start importing the history items from the fax broadcast.  The processing may take a few minutes depending on how many records you are importing.

11.  After processing is complete, check the GoldMine History Tab for a few contacts to confirm that the update went smoothly.

Configuring the System for Automatic GoldMine Updates and Job Deletion

If you are sending a lot of single faxes and you want to save the steps of manually updating the GoldMine history and then deleting the Job from World Fax, then you can configure the system for Automatic GoldMine Updates and Job Deletion.

To configure the system for Automatic GoldMine Updates and Job Deletion:

1.       Start the World Fax Client.

2.       Click the Jobs view.

3.       Click the Options button to get the following screen:

Figure 15: Update GoldMine Contact  Options

The Auto Update Results checkbox will transfer the results from "Finished" jobs automatically into GoldMine.

The Auto Delete checkbox will remove the job from the World Fax system after it has been successfully updated into GoldMine.

The Contacts Update Interval specifies how often World Fax should try to update the records from "Finished" jobs into GoldMine.  The default is 30 seconds and the maximum is 60 seconds.