Contents - Index


Hints and Tips about Viewing and Editing



A primary aspect of a Document - File - Image Management system is accessing files.  The GoldVisionPro™ Link Center simplifies this process, by "bringing files to you", even when you are not working in GoldMine®.  GoldVisionPro™ creates a list of linked files that can be sorted, viewed and launched, so that users never need to search throughout the network trying to find documents.

Simplify Finding Files

1.  From the GoldVisionPro™ Master Control Panel select "Launch GoldVisionPro™ Link Center". Or if a user has the icon setup on GoldMine® Taskbar, simply double-click the icon with mouse.  Either of these will launch the Link Center.

2.  The Link Center screen will appear.  At this point, by simply pressing the button Retrieve Links, the Link Center will retrieve all the file links for the current GoldMine® Contact Record (shown in the Filter By Account box).  If a user wishes to retrieve a different set of links, then that option should be selected before proceeding with pressing the Retrieve Links button.

3.  The Limit Links By User and Limit Links By Account options are additive.  If a user wants every link in the database (assuming the appropriate access permissions), select ALL in both of these options.  If a user wants every link for a specific user, select that User and then ALL in the Limit Links By Account.  If a user selects a User and a specific Contact in the Limit Links By Account,  will only get the Links for that Contact that were created by that User.

4.  When the Link List appears, users can sort each column of information as desired, to quickly identify a particular file.  In addition to the information shown in GoldMine® on the Links tab, the GoldVisionPro™ Link Center also displays the Notes field for each link.  Sorting and browsing this column can speed file search, and minimize the need to launch files in order to identify their contents.  

5.  A user may also double-click on the separator line between columns on the header to automatically display the extent of the width of the column.
  • This will open the appropriate application in a new Window, and load the selected file.
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  • GoldVisionPro™ writes this event to the T-logs for sync purposes.
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  • This is the recommended method for working on files directly through GoldVisionPro™.
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  • File locations and synchronization are preserved, and users can select any of their files from the Link List view.
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  • Once an application is launched and is running, launching additional files that use that application, is much quicker.
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    Therefore it is recommended that users leave an application open once it is launched, even though they may close a particular file when finished, to save time when launching additional files.
    6.  While in the Link Center Results List, users can double click the file to Launch.

    7.  While in the Link Center Results List, users can single click and perform many operations in the Tabs below.

    Selecting Information
  • This will display an expanded view of the Link, with additional file information, as well as a scroll able box to view the entire Notes field.  
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  • In this view, a user may also select buttons to Launch File, Auto Summarize or update Title or Notes.  Launching the file will open the appropriate application in a new Window, and load the selected file.  
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  • GoldVisionPro™ writes this event to the T-logs for sync purposes.
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    Selecting View History
  • A list of the history that has been created for the selected link is displayed.
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  • Users may double click on the entry to view a history window.
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  • All columns are sizable and sortable.  
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  • This is an excellent way to track documents, changes, revisions to the document filename, path, title, notes or date.
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    Selecting Valet
  • Valet is the term for "moving, relocating or working with" the physical files that are represented by the links.
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  • Users can relocate or rename the file.  The effect on the data is minimal, as all representations are correctly altered, and the new location or name is also available in the system.
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  • Users can use the Copy Path or Copy File Name option to copy that information to the clipboard.
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  • A selectable menu to modify the link date is helpful in restoring your information system to the actual dates that the files have been utilized, accessed or created.
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    Selecting VisionPak
  • VisionPak is the ability to manage multiple documents of different types in a single form.
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  • Users can select files from a search criteria, or use shift select to choose a range of files, or control select to select random files, which adds them in order to the VisionPak display screen.
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  • From this display, Users can drag multiple files to Printers, Email, CD Writers, Floppy Disks, or any other drag and drop application.  A copy of the file is created and can be linked back into the same contact as a "revision."
    · Selecting Wizard
  • The Wizard allows for users to utilize existing links for other purposes.
  • Copy Title quickly put's the Title into the clipboard for use in other areas, including the V-Quick-Link.
  • Create New Link is an ability to create a duplicate link to another contact with the same link reference.
  • Delete Link is available only to Master users that allows for the deletion of a Link Reference.  This will not delete the physical file.
    · Attaching Files to Email
  • Using GoldVisionPro™ may further enhance the GoldMine® email system.  
  • Without the use of GoldVisionPro™, a problem occurs when an email is sent with a file that isn't properly linked, then any future occurrence of that email will be invalid.
  • With GoldVisionPro™, the file is always in the proper place, so when user emails the file from within GoldMine®, or use the Link Center to select multiple files using the Copy to Clipboard feature, all history is correctly written with the file in it's proper place.
    · Creating GoldMine® Templates from the Link Center
  • By using the Copy to Clipboard feature, a user can then access the GoldMine Template (Contact, Write, Customize Templates) and Link to a file using Paste.
  • This is extremely important, because if the original file is saved and linked as a department template, then when a user needs to edit the file, it can be done directly from that department contact record, and not in the normally hard-to-find place in the folder structure under the Document Templates.  As well, that file can be updated from another contact record, or emailed as needed from that location, which will write the appropriate history.
  • The Microsoft Word Add-In for GoldVisionPro allows seamless editing of Template forms that are normally unbearably hard to track, edit and maintain.
    · Creating InfoCenter Entries from the Link Center
  • By using the Copy to Clipboard feature,  can then access the InfoCenter and Link a topic to a file using Paste.
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  • Equally important, when the original file is saved and linked as a department file, or to the corresponding contact record for which it was created, then by leaving that original location in that department contact or the original contact allows access to the file and may be emailed as needed from that location, which will write the appropriate history.
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  • The process simply writes a pointer to the original filename from the InfoCenter entry.  Even in this case, the InfoCenter entry may NOT be linked to that contact, or it may even be linked to another contact and provide some essential cross-linking.
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    Selecting Create New Link
  • This will open a special version of the GoldVisionPro™ V-QuickLink window, that allows the user to select another Contact and add just the selected link to that Contact Record, without copying the underlying file.
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  • This is the recommended method for referencing the same file from multiple locations.  In this way, users are viewing the most up to date and consistent version of a file, without risk of changes not being updated in all existing versions.
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  • This feature also facilitates more elaborate filing systems, where different users might search for information from different reference points.
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    For example, every user may have their own GoldMine® Contact Record (recommended), or departments within a company may have a department Contact Record, and product lines or specific services might also have their own Contact Records.  When a link is created from a department type contact record to a client type contact record, it creates some high powered cross-linking.
  • In addition to links in client records, creating a link in each of these Contact Records for the same file (e.g., a spreadsheet or a marketing brochure), makes accessing information by author, function or business area, or an intuitive process.
    · Selecting Sync Contact
  • Selecting this action will actively change the current GoldMine® contact record to the one that the Linked Document or File belongs to when GoldMine® is running.  
  • This is also a good way to ensure that file's are linked to the proper contact record.  
    · Selecting Get Contact
  • Selecting this action will actively change the current GoldVisionPro™ contact record and will automatically display the Link Documents for the GoldMine® record that is running.  
  • This is also a good way to ensure that file's are linked to the proper contact record.  
    · Steps to Synchronize the V-QuickLink, Link Center and GoldMine®.
    1.  First use the Link Center to visualize that the record has other documents of the same type.
    2.  Select the Sync Contact button.
    3.  Switch to an open GoldVisionPro V-QuickLink or launch the Link Center with the Send To Option.
    4.  Press Reset - This will make the V-QuickLink's contact record the same exact record as the document as accessed in the Link Center.
    5.  Create additional links to that same contact if desired.
    Automatic Synchronize from the Link Center to the V-QuickLink.
  • Under the Link Center's Preferences, Sync V-Link will allow the Linker to automatically Sync to the selected document in the results display.
    · Note - This may slow down the performance of the Link Center due to the ability to scroll down multiple records, which would in effect Re-Sync the linker each time.  However, for normal use, this is not a performance issue.
    Automatically review the Most Recent Link
  • Utilizing the V-QuickLink and the Link Center can be very efficient.
  • To display the last viewed link, press New Search, then Most Recent Link.
  • This will place in the results display the link document record.
  • Also, under the Link Center's file menu, the option to review the last four links is there.  Selecting one of those options, populates the results display.
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    Previous Step:  GoldVisionPro™ Link Center Details
     
    Next Step:  GoldVisionPro™ Link Center Analyze Links

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