From time to time, I peruse the Sage ACT! Community for questions that come up to get a sense for how you are using Sage ACT!. A recent scenario came up that I have seen and been asked about in the past: how do I find out if I have contacts in multiple/different groups? Basically, the challenge over time becomes keeping your database, and in this case Groups clean, efficient, and useful. Thanks to Jeff Granger, a Sage ACT! Training Specialist in the UK for sharing this tip!
Finding Contacts Whose Group Membership Overlaps
If you suspect you have contacts in multiple groups, either by design or mistake, you can locate those contacts using the following method.
Imagine you have two groups to whom you send marketing and service announcements: "Group A: Service Contract Renewal" and "Group B: Product Upgrade". You would like to send a single unified communication to members of both groups, rather than send a message to both groups independently and have some contacts receive duplicate messages.
1. First, whenever you are potentially affecting multiple records, and would like to be able to “undo” those actions, backup your database (File > Backup > Database).
2. From the Groups Detail View, right-click on Group A in the Groups tree, and then click Create Lookup.
3. Next, enter “flag” data into a spare field, such as the User 1 field on the User Fields tab. To enter/replace data in the User 1 field in a few clicks, do the following:
4. From the menu bar, select Edit > Replace Field
5. In the Replace Data dialog box:
from the “Replace contents of:” list, select User 1
in the “Value” box, type Group A
6. Now all contacts in Group A will have this data in the User 1 field.
7. Repeat the above steps for Group B, replacing the contents of the User 2 field with "Group B”.
8. Finally, create a lookup of Contacts whose User 1 field contains “Group A”, and whose User 2 field contains “Group B”. You may use the Lookup by Example, or Advanced Query feature to do this:
9. Optionally, save the lookup for future use, and/or create a Group from the lookup. The resulting list of contacts will be members of both target groups!
This is useful when you need to locate contacts for specific marketing efforts, or in those cases where you would like to perform database maintenance and get Contacts into the appropriate groups, for example.