The CRM can be used to create Groups that meet specific criteria. Please note, Groups are not dynamic and must be maintained. If new contacts meet a specific criteria, they are not automatically added to the Group.
Groups can be created from the advanced Search screen allocating multiple contacts and businesses, and also from the contact screen.
Each contact from a business can be added to a group. On the contact tab, any groups that the contact belongs to can be seen in a drop-down. Fig.1 (1)
To manage that contact's groups, click the green pencil icon to open the groups pop-ups Fig.1 (2)
To remove the contact from a group, click Delete next to the appropriate group. Fig. 2 (1)
To add to an existing group, select the appropriate group to add the contact to from the drop down of folders if required and list of groups and click Add to Group Fig.2 (2) or click Create a new group Fig.2 (3) to add the contact to a new group - you will be warned that any unsaved data will be lost.
Type in appropriate name for the group. Click Save. Fig.3 Please note - when starting to type, names of existing groups will appear; if you select a group and click Save, it will add the records selected to that group.
The Groups page will display the records grouped together.
Click Search, set required criteria (see Search screen for guidance), click Search. Fig.4 (1) Select all the records Fig.4 (2) Click Group Fig.4 (3)
To manage the groups, they can be stored in folders if required. Click Manage Group Folders Fig.5 (1) to add, rename and archive folders. A folder cannot be archived if it has groups within it.
To review groups, use the Folder & Group drop-downs to navigate between Fig.5 (2). Click Load to load the group Fig.5 (3)
To archive a group, ensure that you have loaded the group to archive by checking the tab name Fig.5 (4) and click Archive Fig.5 (5)
To move a group to a folder, at the bottom of the list, click Move. Fig.5 (6) Select appropriate filter and click Move Group Fig.6
To rename a group, click Rename Fig. 5 (7) and type appropraite name for the group and click Save. Fig.3
To remove selected contacts from a group, use the tick boxes to highlight those records Fig.5 (8) and click Remove Fig.5 (9). A warning box will ask you to confirm your action.
The Department & Managed By filters can be applied to the group active on the right of the screen. Fig. 5 (10)
The export functions will export the group with the standard contact information (see Search exports). Fig. 5 (11)
To view archived groups; click View Archived Groups Fig.5 (12), and then select the appropriate archived group from the Folder & Group drop-downs Fig.7 (1) and click Load Fig.7 (2). Once you have viewed the group, click View Live groups Fig.7 (3) and click the red x to clear the group tab Fig. 7 (4).