To add a new contact group member

The procedure to add a new contact group member is as follows:

1. Using the Advanced search spy-glass (), select Contact group as the Result Set and Criteria Set category and enter the Group name as the search criteria 1.
2. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria. The Contact Group Summary window is displayed.
3. Click on Contact Group Details. The Contact Group Details window is displayed for the current group.
4. Click on Members. The Members tab is activated.
5. Click on New Group Member. The Search Contact window is displayed.
6. Enter sufficient contact details into the search fields provided and click on Search. The Select Contact window is displayed.
7. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria. The Member Details window is displayed, populated with the chosen contact.
8. Activate the Responsible and Head of group tick boxes provided, as appropriate, to reflect the required status for this new contact member 2.
9. Choose an Effective from date for this additional contact record i.e. the date on which their membership of the group came into effect 3.
10. Choose an Effective to date if the membership needs to be reviewed on a specific date or to capture a change of circumstances; a blank field means the details will never expire. Where an Effective to date is entered, an End reason must also be recorded; use the adjacent End reason comments field to add contextual data in support of the limited membership period.
11. Click on Save.
12. Using the Relationships drop-down fields, choose the values that match the relationship of this new contact with each existing member of the contact group.
13. Click on Save.

Note

1 Additional search criteria may need to be employed (e.g. address, post code, group type) to ensure that the correct contact group is returned; an alternative Criteria Set of Asset, Contact, Agreement, etc. may be selected to extend the available search fields.

2 Only one member can be assigned Head of group status for each contact group; where an existing member already has this status the user will need to reaffirm one or the other.

3 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

Contact groups maintenance overview

To create a new contact group

To create a new contact

Using the search facility