Roll-overs 1

[janetlyn]

Can someone give me a little bit more details on how roll-overs work (as in appointments).

Also, if I have a recurring appointment (monthly), and as far as I know, will always have this appointment, do I have to put a date span on the recurring tab to make the recurrance effective. I guess what I am saying, is that if I don't change the "date span", so the beginning date is the same as the ending date, will my recurring appointments still be recurring.

Thanks, JL

 

[RobColborne]

Hi

If you have the Auto Roll-over options switched on (set in preferences) the Sceduled date for activities that have scheduled dates in the past will roll-over to the current date. This happends when you next log in to GoldMine. Thereby, activities will never becomes out of date. Generaly this is done for calls and actions.

If talking about Roll-Over options in the Activity List then this will Roll-over all the displayed actvities to specific user (useful when someone leaves) and/or a given date in the future.

As for recurring appointments then you do need to set an end date for the recurrence.

Hope this helps

Robert Colborne

 

[janetlyn]

Rob, since you are being so helpful, I hope you don't mind if I continue to pick at your brain a little. We are not a sales company, so we are not using the "calendar" and activities as they were originally intended. If you know Outlook, you know you can set up different reminders and make them daily, weekly, monthly, whatever. Then when that day comes, it sends an alarm to remind you what to do on that day. However, I do not want to use Outlook. I want to use Goldmine exclusively. But, I can't figure out the most efficient way to set up my "reminders" in Goldmine. I originally set up some "appointments" with alarms. It worked great, until I answered the alarm with Complete. This closed the reminder, but also all the recurring reminders for the same event. So, I started answering OFF. But, then they were rolling over. But I didn't want to say complete, because it would delete, but I didn't want to have them keep rolling over.........What a mess. So I have deleted all my "appointments" (reminders) and am now using a piece of paper. I know there is an efficient way to do this, I just don't know what it is. Can you give me some advice on how to handle my "reminders" with alarms so I can do my job efficiently? Thanks for any help you can give. JL

 

[RobColborne]

Hi

When you complete an appointment it doesn't delete it, instead the activity moves to the contact history. Completing an appointment is one of the key areas where the GoldMine differs from Outlook. With GoldMine an appointment is scheduled then when the appointment has been attended you would complete it, telling GM that action has been done. Outlook as no concept of this, appointments will simply stay on the calendar.

First off, I would turn off Roll-overs for appointments from the Preferences menu.

When you schedule an appointment you can set the alarm and set the date and time for the alarm. Below is a description of the buttons:

Suspend Alarms: Turns off all alarms for the duration of your current GoldMine session. To re-activate the alarms, log out and log back in.
View Contact: Displays the contact for whom the activity is scheduled and closes the GoldMine Alarm dialog box.
Complete: Completes the activity and files it on the History tab.
OFF: Removes the alarm off for this scheduled activity.
Snooze: Launches the Snooze Alarm dialog box, allowing you to select how long to wait before reminding you again.
Ignore: Snoozes the alarm for one minute. The GoldMine Alarm dialog box closes and reappears in one minute.
Delete: Deletes the scheduled activity and closes the GoldMine Alarm dialog box.

Also have a look at the Alarms tab in the user preferences for configuring how alarms work.

Hope this helps

Robert Colborne

 

[janetlyn]

Rob, I'm so sorry I never replied. My problem was not putting in an "expiration" date on the recurring tab. Everything is working fine now. Thanks so much for your detailed explanations. Janet Lyn