Group Management

Administrators can use Groups to classify Contacts in other ways than Contact Types. For example, there could be a group of all the Contacts that live in Boston, or a group of all your Clients that play golf.

Here are the most important characteristics of Groups:

• One Group can have Contacts of different Types 

• Only Administrators can use Groups (this could change in future versions of TeemWork)

Groups are heavy-duty approaches to classification problems. For small teams with small needs, KeyWords are generally sufficient. 

To open the 'Group Management' window, use the 'Administration' menu:

A Group has:

• A name

• A number, which is made of both digits and letters

• One or more Contacts

• A 'date', a 'quantity' and a 'remark'. These fields are all user-defined (you can enter whatever value is convenient for you)

Here is a list of Groups:

The Group List is displayed on the left, while the members of the selected Group are on the right. In this example, the Group 'GR-0002' is selected.

Creating a new Group

To create a new Group, click on the 'Add' button. The following window will pop-up:

Usually, the first letters of the 'Number' are the same for all related Groups. In this example, all the Customer Groups have a number beginning with 'CUS'.

Click on OK to create the empty Group.

You can also use the Contact List to create a new Group. This is convenient when you already know what Contacts should be in the Group.

It is also possible to create a Group by merging the Contacts from other Groups. Click here for details.

Adding a member to a Group

To add a Contact to the selected Group, you have to open its Contact Card, and click on the 'Add a member' button, in the Groups window. For example, here's how to add the Contact 'Mark Brant' to the group 'HTML':

1. Click on the group 'HTML' at the left of the window

2. Open the Contact List

3. Open the Contact's Card by clicking on its row (in this case, the Contact is 'Mark Brant')

4. Return to the 'Group Management' window, and click on the 'Add a member' button, at the bottom right

The Contact will be added to the Group.

The 'Code' et 'Quantity' columns

The 'Code' and 'Quantity' columns can contain any data that is relevant to the current Group. For example, let's say that you are planning a meeting with some of your employees. For convenience, you make a Group out of these Contacts. Then, you call them one by one to ask them if they can come to the meeting, and you write their answer ('Yes', 'Maybe', 'No') in their 'Code' field.

If a Contact is a member of nine Groups, he will have nine 'Code' fields and nine 'Quantity' fields. To change somebody's 'Code' or 'Quantity', click on its name, to open its Contact Card. Then, click on the 'Profile' button, and go to the 'Groups' section. From there, you can modify his 'Code' and 'Quantity' for any Group. In the following image, the Contact 'Emerson Barlit' is a member of ten Groups.

Customizing the appearance of the Contact List

On the right side of the 'Group Management' window, there is a list of all the Contacts that are members of the selected group. By default, there are four columns in this list: 'Contact Type', 'Quantity', 'Code' and 'Name'. You can select the columns that you want to display by clicking on the check box. The Presentation Formats window will pop-up, prompting you to select what information should be displayed.

Here is a list that only displays the Contacts' 'Name', 'Address', 'Postal Code' and 'Country'.

Selecting multiple Groups

You can select multiple groups by clicking on the checkbox. When it is checked, there is an additional column of gray 'buttons' at the left of the list (see image). By clicking on these buttons while holding the 'Ctrl' or 'Shift' keys pressed, you can select more than one groups (click here for more details).

When more than one group is selected, you can:

• Display all the members of the selected groups, by clicking on the radio button, and on the 'Show Members' button.

• Display only the Contacts who are members of every selected Groups, by clicking on the button, and on the 'Show Members' button.

• Create a new Group, which contains all the Contacts displayed on the list to the right of the window. by clicking on the 'Add these Members to a new Group' button. You can also use only a portion of all the displayed Contacts (see the next section for details)

Selecting multiple Contacts

You can select multiple Contacts in the Contact list to the right, by checking the checkbox. Then, use the 'Ctrl' and 'Shift' keys to select the Contacts that you want (click here for more details). 

If the is not checked, the button at the lower right corner will be 'Remove these members'. If it is checked, the button will be 'Add these Members to a new Group', as in the previous slide.

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