[Donor Management System] Managing Contacts in Groups & Smart Groups

After adding a Group or a Smart Group, you can manage and add new Contacts to them.


Visiting the Group or Smart Group Details

1. Go to the Contacts Tab

2. Select Advanced Actions on the top right corner of the screen and then Manage Groups

3. On the Manage Groups page, find the desired Group or Smart Group and select Contacts next to it

4. You will then be able to see the Group or Smart Group Details.


Managing Contacts in the Group or Smart Group

Adding New Contacts

1. After visiting the desired Group or Smart Group, press Add Contact on the top right corner of the screen

2. Select either Individual, Organization or Household

3. Fill out all relevant information about your new Contact and select Save to add them to the Group or Save And New to add them and create a new Contact


Adding Contacts via Searches

1. After visiting the desired Group or Smart Group, press Add Contacts to {Group Name} on the top left corner of the screen

2. You will be able to do a Simple Search (1) or an Advanced Search (2) to find the Contacts to be added

3. Select the specific Contacts (1) you wish to add or select all listed Contacts on the page (2)

4. Then select Add Contacts To {Group Name} on the top left

5. You’ll have to confirm your selection on the next page. You can also view the selected Contacts by pressing Selected Contacts

6. Once you’re done, select Add To Group and see the new added Contacts on the Group Details page.

Note: when manually adding Contacts to a Smart Group, you will see that their Status is Added (1) as opposed to Smart (2). Only Contacts added via the initial Smart Group set up will be added as Smart.


Editing the Smart Group Search Criteria

Once you add a Smart Group, you can edit and update its Advanced Search criteria (e.g. From “Contacts that donated over $100 in the past calendar year” to “Contacts that donated over $100 in the past calendar year that live in Toronto, ON”.

1. After visiting the desired Smart Group, select Edit Smart Group Search Criteria For {Group Name} on the top left corner of the screen

2. Select the Edit {Group Name} Smart Group Criteria panel to expand its filters

3. Edit and/or update your criteria and select Search on either top or bottom of the page

4. Select all Contacts from your updated Advanced Search by checking the top checkbox on the left

5. Select the Actions menu at the upper-left side of the Contact list

6. Either type “update” in the Actions search bar or scroll the list to find the Group – updated smart group option

7. You will be directed to the Smart Group update page with the following fields and information:

Fields:

  • Group Title: the name of the Group. You might want to update its name to match the new criteria.
  • Group Description: optional description of the Group. You might want to update its description to match the new criteria.
  • Group Type – Mailing List: legacy field not being used at the moment. Please leave it blank.
  • Parent Groups – Add Parent: add this new Smart Group to be under an existing Group to help organize your Group list (e.g. Dietary Restrictions > Vegan). The Group parent/child relationship can be filtered on new Advanced Searches and Reports.

Note: You can also see your updated Advanced Search criteria at the top.

8. After adding all the necessary information, select Update Smart Group

9. Your Smart Group will then be updated! You can select Done to see the results of your updated Smart Group.


Performing Actions on Contacts

1. After visiting the desired Group or Smart Group, select either:

  • (1) The specific Contacts you wish to perform an Action to,
  • (2) Every listed Contact on the page, or
  • (3) All Contacts in the Group or Smart Group

2. After selecting your Contacts, select Actions at the top left and choose your desired Action.

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