Lists/Committees

Working with Lists/Committees

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Sending communication via email and letters may be simplified by creating lists/committees. Additionally, you can allow your members to automatically join the lists/committees that they wish to participate in.

Did you now... You can create new lists, or add contacts to lists from reports. See Add Report Contacts to List/Committee for instructions.

Add a New List/Committee

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Add a New Email List

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1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
2. Click the Add Email List button.

   

3. Configure the following on the Add/Edit Email List screen:

   • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
   • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
   • Established On - If you wish to track when this group list was started, enter an established on date.
   • Description - Provide a description of the list (Optional).
   • Display Options:
     • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
     • Public Can Join - Select this check-box to allow the public to join this list. If selected, the list may be displayed on your web-site.
     • Users Can Join - Select this option to allow your member users to join this list. If selected, the list may be displayed on your web-site.
     • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.

4. Click Done.

Add a New Committee

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1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
2. Click the drop-down arrow on the Add Email List button, and select Add Committee.

   

3. Configure the following on the Add/Edit Committee screen:
   • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
   • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
   • Established On - If you wish to track when this group list was started, enter an established on date.
   • Description - Provide a description of the list (Optional).
   • Sponsor - Enter the name of the committee sponsor (Optional).
   • Meeting Time Description - Enter information about the meeting times for this committee.
   • Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
   • General Settings:
     • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
     • Users Can Contact - Select this option if you wish to allow all users to contact members of this committee.
     • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.
     • Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list.
   • Public Display Options
     • Public Allowed to View List: Select this option if you display this list on your public pages. When this option is selected the Hub Display Options will be enabled, and you can choose to your members to view the list in the Info Hub by clicking Users Allowed to View List.
     • Public Can Join: Enable this option if you wish to allow the public to join this list. When enabled, you can select to allow your members to join by enabling Users Can Join.
4. Click Done.

Managing Lists/Committees

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1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display.
2. Click the hyper-link for the list/committee you wish to work with. The List/Committee screen provides four tabs to manage the list/committee: General, Contacts, Communications, Events, and Files.

Update List/Committee General Settings

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The General tab allows you to update the settings you configured when the list/committee was first created.

You can view and/or change the following settings on the General tab:

• Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
• Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
• Established On - If you wish to track when this group list was started, enter an established on date.
• Description - Provide a description of the list (Optional).
• Sponsor - Enter the name of the committee sponsor (Optional).
• Meeting Time Description - Enter information about the meeting times for this committee.
• Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
• General Settings:

• Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
• Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution. NOTE: If the group is set to allow opt-outs, the Synchronize Contacts with authorized third party newsletter solution option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.
• Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list. See What happens when a group email recipient opts out for further information on opt-outs. NOTE: If the group is set to synchronize to a third party news letter, the disallow opt out option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.

• Public Display Options

• Public Allowed to View List: Select the Make this list/committee view-able to others. if you wish to display this list publicly. When selected, the Hub Display Options will be displayed.
• 'Public Can Join: Select the Public can subscribe to this list when you are using the Subscriptions widget builder or Membership Application if you wish to allow the public to join this group from your web-page or your membership application form. When this option is enabled, Users Can Join is displayed in the Hub Display Options.

• Hub Display Options: These options are displayed when Public Allowed to View List is enabled, see above.

• Users Allowed to View List: Enable this option to allow your members to view the list in the Info Hub. When enabled, you can allow members who are a part of the list to view other contacts on the list by selecting Contacts on List can view other Contacts.
• Users Can Join: Select this option if you wish to allow your members to join this list/committee via the Info Hub. This option is only displayed when Public Can Join has been selected, see above.

Click the Save button if you have made changes.

View and/or Edit Contacts on a List/Committee

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You may view and/or add contacts to a List/Committee on the Contacts tab. NOTE: You can also add individual members to list/committees from their contact page.

1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
2. Click the hyper-link for the list you want to view.
3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed. NOTE: The Include Public Subscriptions filter is applied, by default, to the list of contacts. To clear this filter, click the customize results button and un-check Include Public Subscriptions.
4. Click the pencil icon in the actions column to edit details of a contact.

   

5. Update the desired fields:

   • You may drop a contact from this list by entering a Drop Date.
   • You may deactivate this contact from the list by deselecting the Active button. This will remove the contact from the list.
   • You may keep the contact in the list, but prevent emails from being sent to the contact by clicking the Do Not Contact check-box.

6. Click Done.

View Historical Contacts for a List/Committee

1. Click the Customize Results button.

   

2. Click the Include Historical Contacts check-box.
3. Click Done. The contacts list will refresh and display historical information.

Add Individual Contact(s) to a List/Committee

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1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
2. Click the hyper-link for the list you want to view.
3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed.
4. Click the Add Contact button.

   

5. Configure the following fields:

   • Name - Enter the name of the contact. If the contact exists in your database, as you type ahead contacts that match will be displayed.
   • Role - This is an optional field where you can assign a role to this contact.
   • Email Address - Select the contacts email address. If an address has not been configured you will need to go to the individual contact page to enter it.
   • Join Date - The join date will default to the current date. You may change this if necessary.

6. Active - Select this check-box.

   Do Not Contact - if the members wishes to be on the list/committee but does not want to be contacted, click this check-box.

7. Click Done.

NOTE: Contacts may be added to or removed from list/committees on their individual contact page.

Import Contacts to your List/Committee

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Through the import functionality, you can import a file containing the contacts that you wish to add to your roster. If contacts already exist in your database, the system will match them, if the contacts do not exist, the system will create a new contact. To import a list, start with .csv, .xls, or .xlsx file with column headings. First Name, Last Name and Email Address are required to import. Once you choose your file, you will be provided with prompts to map your column names to the available fields in the database.

1. For the desired group, click the Import tab.

   

2. Click the Import Contacts button.

   

3. Click the Choose File button to navigate to and select your file of contacts. The file must be .xlsx, .xls, or .csv. You will receive an invalid file type error, if the wrong type of file is imported.
4. Once imported, you will be able to map the fields imported in your file, to database fields. Columns from your spreadsheet are in the source list, and you will select the database fields from the Destination drop-down lists. Read and agree to the terms & conditions.
5. (Optional) Enable the Create new contacts if contacts that are imported are not yet in the database check-box, if you wish the system to automatically create a new contact in your database, if the contact doesn't currently exist.
6. Click Done.
7. After successfully importing your file (this make take a few minutes dependent on the size of your file), Initial Matching Complete will be displayed in the Status column. Click the , to review your matches. NOTE: If you do not map the imported fields to database fields, the imported file will be listed as Pending and by clicking the icon, you will be able to map to the database.

   

8. If the system has successfully matched to a contact in your database, the total matches will be displayed in the Exact Match (no action needed) column. If the system has identified possible matches, click the link in the Possible Match column.

   

9. Click the to match the contact, or to create a new contact. You can select a contact from the list, or click the box beneath Select Contact From The Matches Below or Create New Contact to create a new contact.

   

10. Click Done after matching the contact, and continue with other contacts that require matching.
11. Once you have completed all matching, click the Execute Final Import button. The status column will display Completed Successfully.

Create Mailing Labels for Lists/Committees

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From the Lists/Committees Module you can create mailing labels from the Contacts tab.

1. In the Lists/Committees module, click the hyper-link for the list/committee for which you want to create mailing labels.
2. Click the Contacts tab.
3. Click the down arrow on the Add Contacts button.

   

4. Click Mailing Labels.

   

5. Select the Label Format from the list. Standard Avery label formats are available.
6. Select the Mailing Sort Order.
7. Select the font you want to use from the Font Family list. Standard fonts are available.
8. Select the font size you wish to use from the Font Size list.
9. Select the Endorsement you wish to use. This allows you to define what you wish the postal service to do in the event mail is undeliverable, etc.
10. Include Business Name on mailing labels addressed to Individuals - Select this check-box if you want to include the business name on the labels, when addressed to an individual.
11. Include Primary Rep Name on mailing labels addressed to Businesses - Select this check-box if you want to include the Primary Rep name on the labels, when addressed to a business.
12. Position the Primary Rep Name above the Business Name on mailing labels with both values - Select this to place the Primary Rep name above the business name.
13. Include or current resident below addressee name on mailing labels - Select this option if you wish the labels to include "Or Current Resident".
14. File Format - Select the file format you wish to use.
15. Click Done to print your mailing label template.

Contacts List/Committee Report

The Contact List/Committee Report may be used to generate a report of all of your lists/committees and the individuals associated to those lists/committees. The report may be filtered by an individual contact if you wish to see all group membership for an individual and/or by a specified date range.

1. Click Reports in the Navigation Panel
2. Select Contact List/Committee Report.
3. Select your search filtering criteria.
4. Click Run Report.

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

• Export as PDF
• Export as Excel.
• Export Summary as PDF
• Export Summary as Excel
• Email Report
• Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to List screen). This can help you in sending emails to this group as necessary.

• Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.

NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.

• Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module.