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Issue 15 - Using Dynamic Groups |
Let's say you create a group
called NSW Hot Prospects. Any contacts
who have an ID/Status of Hot Prospect and have a
State of NSW should automatically go into this group.
In ACT!, you can now do this.
Just create a dynamic group, and
any contacts that match the definition for this
dynamic group will be automatically added the list
of group members.
Click these links to learn more detailed information
about the the tips outlined in this issue:
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ACT! Certified Consultants
www.acttoday.com.au
Head Office:
02 9431 2222
Fax: 02 9431
2299
Email: act@acttoday.com.au
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 In some previous versions of ACT!, you could
assign group rules to semi-automatically update
group membership information. In ACT! 2007/2008, the
group rules are dynamic. Once you assign a
query-based rule to a group, members are
automatically added or removed from the group.
If you need to remove contacts that were added
to a group through a dynamic group rule, you'll
have to update the group rule to do so. You can
view the query that ACT! uses to assign dynamic
group membership by clicking Groups | Group
Membership | Add/Remove Contacts.
To change the
dynamic membership definition for a group:
- In the Groups view, go to the group
record whose group membership you'd like to
change. Alternatively, you could highlight
the group in the Groups List view.
- Click Groups | Group Membership |
Add/Remove Contacts.
- In the Group definition area, click the
Edit Criteria button to edit the query-based
rule that ACT! uses to assign contacts
dynamically to the group.
- Make any necessary changes to the query
and click OK.
- Click OK to save the changes.
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 When you save a lookup as a group, all
contacts in the current lookup will become
members of the group. The group membership that
is added to the group is dynamic.
In other words, if you lookup everyone in
Victoria and add this lookup to your group, then
everyone in the database currently in Victoria
becomes a member of the group. If you add more
Victorians to the database, they'll automatically
become members of the group. If you change the
state for any existing group members, they'll be
removed from the group automatically.
To save the current
lookup as a dynamic group:
- Perform a lookup. (This could be a
simple lookup or an advanced query.)
- Click Lookup | Groups | Save Lookup as
Group. A new blank group will appear in the
Groups view.
- Enter information into the Group field
to give the group a name.
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2006 Thomson Course Technology, a division of
Thomson Learning. Text adapted from
Managing
Contacts with ACT! 2008.
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