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Create Group dynamically based on specific field of a Company

New Member
Posts: 4
Country: Germany

Create Group dynamically based on specific field of a Company

[ Edited ]

Hello!

 

Is it possible to create a dynamic Group with all Contacts of Companys which does have a specific field?

 

By example:

A Group called "Mailinglist E-Business" with all Contacts that belong to Companys with the field "Industry = E-Business"?

 

Or is the only possibility to give this "Industry" Field to each contact individually?

 

Kind regards, Mike

Platinum Elite Contributor
Posts: 6,508
Country: USA

Re: Create Group dynamically based on specific field of a Company

If it's a contact table field, yes. If it;s a company table field, no.
Roy Laudenslager
ACT! Certified Consultant
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royel@techbenders.com
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Administrator
Posts: 2,996
Country: United_Kingdom

Re: Create Group dynamically based on specific field of a Company

Hi Mike,

Just to expand on Roy's answer, dynamic groups of contacts can only read fields on the contact record. They can't read from the company that the contact belongs to.

If you create a field for your contacts that is linked to the field on the company records which you want to group by (i.e. link an Industry field on your contacts to the Industry field on companies) then you can use this in your dynamic group criteria.
New Member
Posts: 4
Country: Germany

Re: Create Group dynamically based on specific field of a Company

"If you create a field for your contacts that is linked to the field on the company records which you want to group by (i.e. link an Industry field on your contacts to the Industry field on companies) then you can use this in your dynamic group criteria."

 

That would be awesome!

Is there any tutorial out there how to link a field to the company field that belongs to the contact?

Administrator
Posts: 2,996
Country: United_Kingdom

Re: Create Group dynamically based on specific field of a Company

Check out this Knowledgebase article which explains how to set them up and manage them: http://kb.act.com/app/answers/detail/a_id/19170

New Member
Posts: 4
Country: Germany

Re: Create Group dynamically based on specific field of a Company

It works like a charm, but do I have to update every company manually to get the field into the contact?

 

"Updating Individual Contacts
 

  1. In the Contact view, locate the desired contact
  2. Click Contacts > Update Linked Contact

Updating All Contacts
 

  1. From the Company view, locate the desired company
  2. Click Companies > Update Linked Contacts
  3. When prompted to confirm, click Yes"

So I have to click each company -> update linked contacts -> next company -> update linked contacts?

I cant find an option to update EVERY company / EVERY contacts in one click instead of one by one.

Administrator
Posts: 2,996
Country: United_Kingdom

Re: Create Group dynamically based on specific field of a Company

There is a way to update all the companies linked fields at once, although it's a workaround method as this isn't something you should need to do more than once after setting up.

 

  1. Take a backup of your database in case of undesired results.
  2. Check you don't have two or more companies with identical names. If you do, temporarily edit them so they named differently.
  3. Click File > Export and go through the wizard with the goal of exporting all your Companies to a Text Delimited file.
  4. Click File > Import and import the exported companies Text Delimited file.
  5. Select Custom import type.
  6. Ensure the field maps match correctly.
  7. Ensure the Merge options are set to merge company records.
  8. Finish the import and check the companies have imported correctly. There shouldnt be any changes to the companies you had before this following these steps, except the linked fields for all contacts within the companies will now have been updated.
  9. Change back any temporarily renamed companies from step 2.