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Optionally, the creation of department, personal, task or other contact records may be required.  This process is used for filing documents that are either in process, or the creation of a new department form, template or master document.
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1.  The Select Contact of the GoldVisionPro™ V-QuickLink will appear, allowing a user to select the GoldMine® contact record where the link will be created.

2.  If a user is currently logged onto GoldMine®, the currently active Contact Record will automatically appear as the V-QuickLink opens, and a moment later the second Link Setup screen will appear.  If this appears to respond slowly, it is because the number of files in that directory are large and GoldVisionPro™ needs to perform a search for a duplicate file.

3.  If while on the Link screen a user decides to change the Contact Record, simply select the Cancel button at the bottom of the Link Setup screen, to return to the Contact screen and select another Contact Record.

4.  GoldVisionPro™ allows a user to search for a Contact Record using different fields (e.g., Company, Last Name, Contact, etc.)  If a department folder is used, it is best to have the department name as a Contact Name, so that a user can easily identify the appropriate folder.

Example - A popular filing procedure occurs when a company might have several contact records for a bank.  (Please be sure to use record curtaining and record ownership so that unauthorized access from other GoldMine users is limited).  If the bank name is Bank of USA, place that in the Company, and in Contact use "Bank Statements".  In another Contact record, the Company will also be Bank of USA, but the Contact might be "Bank Deposits".  Therefore if a user is filing any banking, it is very easy to find one versus the other in the Select Contact screen.  In fact, if a user has several companies in which the filing is done for, specify "Bank Deposits - Company A" in the Contact record to further identify the breakdown.  Additionally, it is a good practice to tie both contact records together in the Organizational Tree, or as a Referral.

5.  When the new Contact Record has been selected, press the Create Link button.  Unless a user has a preference set to Automatically Close V-QuickLink in the V-QuickLink Configuration, the V-QuickLink Select screen will be displayed so the user can start the process over, very quickly.  Another option is to Minimize the V-QuickLink upon linking.

Simplify Setting up the Link Information

1.  All the information for the new link file information will automatically appear on the Link Setup screen.

2.  In the Document Title box a user should enter a description of the file that will help anyone in the company find it when it is needed.  If company uses standard names for documents, a user may see a drop-down list of those names in this box.  

3.  A user may also see a drop-down list of the file name as well as names that already exist for other links stored in this Contact Record.  Both of these options are configured in the V-QuickLink Configuration and are intended to assist users in creating consistent names that can be sorted and searched later upon when the files need to be retrieved.  

4.  The Document Title is a separate entry from the original file name.  Selecting one of the drop-down entries still allows users to change the entry, add or slightly change the information (e.g., a new date), or type a completely new Document Title if desired.

5.  Below the Document Title box will be another box for entering Notes.  This box can contain up to 64,000 characters, and so provides an extensive area for adding information about or related to the file.  If the file a user is linking is an image, movie or sound clip, this is a good place to add descriptive information that may not be in the file itself.  

6.  As with the Document Title box, the Notes will be sortable and / or searchable when a user is using the GoldVisionPro™ Link Center to search for files.  This can be a useful second location for standardized names to assist in searching among links later on.

7.  Utilize the AutoSummary option for Microsoft Word, Excel, PowerPoint and Acrobat files.  (In order to use the Acrobat option, the file must contain readable text, and the workstation must have a PDF Distiller installed.)

8.  It is now time to Link the file.  Both the current source file and the new network file are displayed at the bottom of the Link screen.  If a user selected the "Delete Source File" option in V-QuickLink Configuration, whenever link a file GoldVisionPro™ will delete the original after it creates the copy in designated Link Directory . If a user is using the Windows Desktop for saving files for linking, this automatic deletion will keep the Desktop from becoming filled with unneeded files.  If a user didn't choose the delete option as a default,  can select the check mark at the bottom of the V-QuickLink screen now, or deselect it a user does not wish to delete this particular file after linking.

9.  By deleting the original file, everyone who has proper access credentials, who views the linked file will be assured of seeing the same information.  Changes can be made to the linked file, and additional links can be made to the same single file, thereby assuring information is updated, and also avoiding having out-of-date versions that might be misleading when needed later on.  Having a single version of the file encourages the best practices process of only making changes by launching the file through GoldVisionPro™, so that updates remain stored on the network and are also properly identified for sync users.

10.  In order to establish this process as the normal work flow, GoldVisionPro™ strongly recommends that users be encouraged to save and link each file at the very start of working on it, and then launch it through the GVP Link Center and continue completing it.  In this way ALL files will be properly stored and identified from the outset.

11.  GoldVisionPro™ creates history records for each event that the document process goes through, and is very usable to identify document changes and when documents are moved, renamed, or eliminated.


Previous Step:  Link Setup Functions
Next Step:  Scanning and Faxing


SEE ALSO
V-QuickLink Configuration
Link Setup Functions
GoldVisionPro™ V-QuickLink Overview


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