Group concepts

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See References: #1

Purpose

While Groups may be used in a variety of ways the primary purpose of a group is in defining emailing recipients. Therefore it is important its "Group Type" has the "Mailing List" option selected/checked. Currently, CiviCRM's Access Control mechanism has not been used to set and control individual permissions so the "Access Control" option should be left unchecked.

Group Types

Regular

A manually created static list of contacts

Smart

A dynamic list created from the criteria of a saved search

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Naming

Every group must have a unique name. A protocol has been employed in which every "Smart" group name is to begin with a hash sign (#)

Useful Smart Groups

  • #102 Membership Current
All contacts with a Branch Membership status of "Current" or "New"
  • #102 Membership Inactive
All contacts with a Branch Membership status of "Inactive"
  • #102 Membership Pending
All contacts with a Branch Membership status of "Pending"
  • #102 Membership Grace
All contacts with a Branch Membership status of "Grace"
-> Any current member who has not renewed his membership as of January 1st of each year will have his membership status automatically changed from "Current" to "Grace"
-> Seventy five days thereafter any remaining "Grace" members will automatically have their status changed from "Grace" to "Terminated"
  • #102 New Members
All contacts with a Branch Membership status of "New." Ninety days after a member's Start Date the status will automatically be changed to Current, but only if his "Status Override" flag has not been selected/checked.
  • #102 BEC Current Year
All contacts in group #102 Officers plus all contacts in group #102 Directors
  • #102 Officers
All contacts in groups:
#102 Officers: Big SIR
#102 Officers: Little SIR
#102 Officers: Secretary + Asst
#102 Officers: Treasurer + Asst
  • #102 Officers: Big SIR
All contacts in group #102 Membership Current AND with an Enabled relationship of "Big SIR"
  • #102 Officers: Little SIR
All contacts in group #102 Membership Current AND with an Enabled relationship of "Little SIR"
  • #102 Officers: Secretary + Asst
All contacts in group #102 Membership Current AND with an Enabled relationship of "Secretary / Asst Secretary "
  • #102 Officers: Treasurer + Asst
All contacts in group #102 Membership Current AND with an Enabled relationship of "Treasurer / Asst Treasurer "
  • #102 Directors
All contacts in group #102 Membership Current AND with an Enabled relationship of "Director"
  • #102 Membership Committee
All contacts in group #102 Membership Current AND tagged in "Membership Committee"
  • #102 HLM - Active
All contacts in group #102 Membership Current AND with an Enabled relationship of "HLM"
  • #Form 27 Monthly Distribution
Picks-up the Primary email address for "Sons In Retirement" plus the "#Area 9 Governor Current" contact and "#Region 3 Director Current" contact.
  • #Area 9 Governor Current
The contact with a current Area Governor relationship. As the person holding this position changes, the old Area Governor relationship must be disabled/unchecked and a new enabled Area Governor relationship defined
  • #Region 3 Director Current
The contact with a current Regional Director relationship. As the person holding this position changes, the old Regional Director relationship must be disabled/unchecked and a new enabled Regional Director relationship defined

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Useful Regular Groups

  • 102 Committee Chairs
A manually maintained group of all members who have been appointed by the current Big SIR as a committee chairman. Typically the Database Manager maintains this group.

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References

  1. "Groups and tags." in CiviCRM user and administrator guide v4.5. 5th ed. Published Sep 2014 under the GPLv2+ license. Read Groups and tags