Last week, you learned how to build a custom query
(or lookup) and save it. Saving custom queries is a really powerful feature
because you can re-use them in so many ways. This week we’ll look at one
particularly useful reason to save queries: defining group or company
Groups are often used to efficiently manage
multiple contacts that share common characteristics such as all opting-in to
your e-mail newsletter or all being referred to you by a trade show. Companies
are often used to group contacts that work for, or even with a given Company or
account. Both Companies and Groups enable you to efficiently work with multiple
contacts as you create e-marketing campaigns, reports or lookups.
Contacts may be added to Groups and Companies
manually or dynamically. You can dynamically add members by defining or loading
a saved query. Contacts you add as members using query criteria are referred to
as dynamic members.
Dynamic members of the group or company remain in the Group or Company as long
as they meet the criteria. For example, imagine you create a group of your
customers that has opted-in to your e-marketing newsletter. If a customer’s
opt-in preference changes in the future, that customer is automatically removed
from the group, ensuring you do not accidentally send them unsolicited e-mail.
To Define Group/Company Membership
Using a Saved Query:
1. From the Company or Groups view,
select a group, subgroup, company, or division record.
the Contacts tab.
3. Click Add/Remove Contacts...
4. In the Add/Remove Contacts dialog box, under
Dynamic members, click the Edit Criteria… button.
1. In the Type box, select the query's record
type (Contact or Opportunity).
2. Click File, Open. or Click the Open tool (folder icon on the toolbar).
3. In the dialog box that appears, select the query.
Click the Open button.
4. Do one of the following:
Click Preview to see the list of records
that meet the criteria.
Save the query with a different name.
Edit the criteria.
Click OK to save the query as your
Group/Company membership definition
OK to close the “Add/Remove
Contacts” dialog box and dynamically add members to your Group or Company based
on the query criteria.