Smart Groups

Smart Groups

#Create New Smart Group,  #Edit Existing Smart Groups,  #Add a Contact to a Smart Group,  #Add Multiple Contacts to a Smart Group,  #Remove Multiple Contacts from a Smart Group

View the Smart Group tutorial

Smart Groups

From the CiviCRM Home Page, choose Manage Groups.

You will see a list of existing Groups. Smart groups will say (Smart Group) after the group name.
For EXISTING smart groups you can view Members, edit Settings, Disable or Delete groups using the links to the right of each group.

To create NEW smart groups, see the next section below.

NEW

To create a new Smart Group you must first conduct a Search for the contacts you want to be members of the Smart Group. Select the contacts you want included in the smart group.

From the -more actions- dropdown menu at the top of the list, choose New Smart Group and click Go.

You will be taken to the Smart Group page. Enter a Name (required) and Description for the smart group.

Click Save Smart Group to save changes or Cancel to cancel.

If successful, you will see the message:

Your smart group has been saved as "smart group name"

You will be returned to the Find Contacts screen. If you've changed search criteria for this 'smart group' and want to save your changes, select Update Smart Group from the -more actions- dropdown menu.

EXISTING

For an EXISTING smart group you can view Members, edit Settings, Disable or Delete each group using the links to the right of each group.

MEMBERS

Select Members to view the current members of a group. You will be taken to the Group Members:"group name" screen where the members of the group will be listed.

Click on Find Members within this Group to search for specific members. Click on the + symbol next to Find Members to reveal the standard fields used to search groups. Use the Group Status... checkboxes to view members with 'Pending' status and/or members who have been 'Removed' from this group.

Group Status options (Added, Pending, Removed) When a contact is added to a group, they have the status Added, when removed they have the status Removed. The staus Pending means a contact has subscribed to a group via a CiviMail subscribe link but has not completed opt-in by responding to the confirmation email.

You can also click on >>Advanced to expand your search parameters.
Click Search to run the search.

You can explicitly assign contacts to a Smart Group (All recent donors from California AND Jane Smith). You can also explicitly exclude contacts who fit the criteria (All recent donors from California, BUT don't include Ann Jones)

Use the Add Members to Contacts link on this page to add new members to this smart group.
Click Edit Smart Group Search Criteria for Contacts to change the search query used for this smart group.

SETTINGS

Select Settings to view the Group Settings page where you can edit group Name, Description and Visibility settings.

Click >>Show Group Members to view, add or remove contacts in this group.

Click Save to save changes or Cancel to cancel.

If successful, you will see the message:

The group "group name" has been saved.

Edit Smart Group Criteria Click >>Edit Smart Group Criteria to edit the criteria for inclusion in the smart group. This will open an Advanced Search window. Your existing criteria are shown in a blue box below Edit XXX Smart Group Criteria. Clicking on the expandable button then gives you access to all the Advanced Search criteria. Select the criteria you want to add or modify, (you do not need to hit Search) then use the More Actions box to select 'Update Smart Group' and click GO! and you will then have the options of either confirming the update or changing the name of the Smart Group or cancelling the action.

DISABLE

Select Disable to temporarily disable an existing smart group. You will see the warning:

"Are you sure you want to disable this group? "

Click OK to continue or Cancel to cancel disabling the group.

To re-enable the group simply click on Enable.

DELETE

Select Delete to delete the group. You will be given this warning:

Are you sure you want to delete the group "group name"?
This group currently has ## members in it. Deleting this group will NOT delete the member contact records. However, all contact subscription information and history for this group will be deleted. If this group is used in CiviCRM profiles, those fields will be reset. This operation cannot be undone.

Click Delete Group to continue or Cancel to cancel the deletion.

If successful, you will see the message:

The group "group name" has been deleted.

To delete the CONTACTS in a group, go to the group members page, select the radio button for ALL contacts and choose Delete Contacts from the -more actions' dropdown. Then you can delete the group.

Add a Contact to a Smart Group

From a contact record, choose the Groups tab.

You will see a list of Current Groups (if any) and Past Groups (if any) that have or had this contact as a member.

Add to a Group - Select a smart group from the dropdown list and click Add

If successful, you will see the message:

Contact has been added to the selected group.

Add Multiple Contacts to a Smart Group

To add multiple contacts to a smart group, first perform a Search for the contacts you want to add.

Select the contacts you want to add to the smart group.

From the -more actions- dropdown menu at the top of the list, choose Add Contacts to a Group and click Go.

Select Group - select the desired smart group from the dropdown menu. Click Add to Group to continue or Cancel to cancel.

If successful, you will see the message:

Added Contact(s) to "smart group name"* Total Selected Contact(s): 4* Total Contact(s) added to group: 4

Click on Done to return to the Find Contacts page.

Remove Multiple Contacts from a Smart Group

To remove multiple contacts from a group, first perform a Search for the contacts you want to remove.

Select the contacts you want to remove from the group.

From the -more actions- dropdown menu at the top of the list, choose Remove Contacts from a Group and click Go.

Select Group - select the desired group from the dropdown menu. Click Remove from Group to continue or Cancel to cancel.

If successful, you will see the message:

Removed Contact(s) from "group name"* Total Selected Contact(s): 4* Total Contact(s) removed from group: 4

Click on Done to return to the Find Contacts page.