The procedure to create a new contact group is as follows:
- Using the Advanced search spy-glass (
), select Contact Group as the Search for and Search by category, and enter the proposed Group name as the search criteria 
1.
- Click on Search. For a completely new contact group the search results will return 'No matches found'.
- With the Results tab in current focus, click on New Contact Group. The Select Contact window is displayed 2.
- Enter sufficient contact details into the search fields provided and click on Search. The Select Contact window is displayed.
- Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria (otherwise, click on New Contact to create a completely new contact group member, not previously held). The Select Member Details window is displayed 3.
- Using the Companies drop-down field, multi-select individual companies that are relevant to this contact group, or choose the All option, as required
1.
- Using the Group type drop down field, select the desired categorisation for the new group e.g. Household, Care Provider, Residents Association, etc.
- Enter the desired Group name into the field provided, as it will appear in all display forms and search results.
- Choose an Effective from date for this new contact group i.e. the date on which it came into effect 4.
- Choose an Effective to date if the contact group needs to be reviewed on a specific date or to capture a change of circumstances; a blank field means the group will never expire. Where an Effective to date is entered, an End reason must also be recorded.
- Click on Save. The Contact Group Details window is displayed, ready to capture further information pertinent to the operation of the group.
- Enter supplementary data for the new contact group, as required, using the fields provided. These are a combination of text entry fields, date fields (permitted format: DD/MM/YY or DD/MM/YYYY) and drop-down parameter lists (single- and multi-selection) relevant to the contact group's core data set. Whilst not all fields are mandatory, taking the time to record comprehensive data will reap its own rewards. Each sub-section of data has the opportunity to record an Effective from and Effective to date i.e. the date range within which those specific details are valid.
- Click on Save. Where mandatory fields have been omitted or date conflicts encountered (e.g. the Effective from date is after the Effective to date) the system will highlight these fields in RED. All errors must be corrected before the record can be saved.
Tip
1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.
Note
1 Additional search criteria may need to be employed (e.g. address, post code, group type) in order to be sure that a new contact group can be created without fear of duplication.
2 A contact group must have at least one member and the Select Contact search facility is used to locate the first contact.
3 By default the first contact will be assigned with Head of group and Responsible status, although these can be changed once additional members are added.
4 The Effective from date defaults to the current system date and cannot be left blank.
See related topics...
Contact groups maintenance overview
To add a new contact group member
To add a new contact group address
To create a new contact
Using the search facility
