Last Updated 8/29/14

Managing Groups

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Often, it's helpful to define groups of people—all of your managers, the people planning the office Christmas party, important prospects who like to play golf, adjustors who need extra reminders to get payments processed, agents with March birthdays, a work crew that forms a subgroup within a department, prospects associated with a particular sales route—in short, any set of people that you might regularly want to list or communicate with together. Groups can also be personal, like a list of baby-sitters or a list of people related to an organization you volunteer for. (However, management can review any information in Chronicle, so limit your personal use of Chronicle to non-confidential information and to uses management has approved.)

Chronicle's Group Manager lets you define and maintain groups of people and offices and then perform various activities (like sending a journal or adding a recall) for everyone in the group at once.

Adding the Group Manager to the Tools List

To add the new setup options to your Tools list:

1.

Click on the Chronicle icon in the upper left corner of Chronicle. This is your tools list.

2.

In the lower left, click the Edit Tools button.

This lets you control which tools are shown in your Tools list.

3.

Under Common Tools, check the box by Group Manager, and then click Next at the bottom of the screen.

You’ll be taken back to the Tools List and Group Manager should now be in your tools list.

Using the Group Manager

To open the Group Manager, click Groups in your Tools list, or click the Group Manager button on the Groups & Recalls tab. When you open the Group Manager, you see a screen like this:

Groups you can use are in the list on the left; members of the that group are in the list on the right. To see details about any member, click Show Member Detail.

Controlling Which Groups You See and How They are Grouped

Within the list of groups, you initially see groups that you have created at the top, and groups that others have shared at the bottom. The Show and Group By entries let you control which groups you see and how they are grouped.

Show: Choose All Available Groups or choose any group type. (Initially, Marketing and Personnel are the only group types available, but you can define additional group types by going to the Main System Setup, picking Categories, and then picking Group Types.)

Group by: Choose My Groups/Others Shared to see all groups you have created together, and to see all groups shared by others together. Choose Type to show all groups of the same type (for example, Marketing) together, regardless of who created them.

Options from the Group Manager

Journal: Add or view journals for the group. Journals added from the Group Manager are added to the group journal and they are also added to the journal for each member in the group, regardless of whether you send the journal.

Documents: Add or view documents associated with the group.

Activities: View activities for the group.

Add Task: A follow-up task can be added for selected members of the group.

View in Main Program: This shows all selected group members on the Groups & Recalls tab in the main Chronicle window.

Details: This shows the name of the group, who created it and whether others can user/change it, what type of group it is, and when it expires (if ever).

Adding or Changing Groups

When you click New Group or Edit, you see a screen that lets you add/change basic information about the group.

Group Name: Enter a name that describes the group. If you are going to share the group with others, make sure the name will be clear to everyone.

Who Can View: Choose No One But Me to keep the group private, chose Anyone to make the group freely available, or choose a security level if you want to make the group visible to some users but not others.

Who Can Change: Choose No One But Me if you want to be the only person who had add or remove members from this group, chose Anyone to let anyone change it, or choose a security level if you want to let some people change it but not others. If, in the Who Can View entry, you indicate that no one else can view the group, then this entry is disabled since it would be impossible to change a group you couldn't see.

Type: Elsewhere you can limit the group list to particular types of groups, for example, you could choose to see only Marketing groups, or only Personnel groups. Indicate here which type of group this is. The final choice on the menu, Add New Group Type, lets you add additional group types if needed. (You can add, change, or delete group types in the Main System Setup on the Categories tab by picking Group Types.)

Expires: If this group will only be useful for a limited time, indicate when the group will expire. For groups that will be useful on an ongoing basis, leave this set to Never.

Adding People or Offices to New or Existing Groups

In the Group Manager, you can add people or offices one at a time by clicking the Add button over the members list. If you have many members to add, it's faster to go to the People or Organizations tabs, select each person/office to add, and then click Add to Group in the ribbon to add all of them at once.

You can then choose whether to add the people to a new or existing group.  Once you click Save, all of the selected people or offices are added to the group.

Adding People to Groups When Adding the People to Chronicle

When you are adding or editing any person or organization, the Groups tab lets you place that person/organization in one or more groups. (If you don't want to add the person to any groups, you can skip that tab; picking groups isn't required.) This screen for adding the person to groups only shows groups you're allowed to change, so you may see less groups here than you see elsewhere. (People can create groups that others can see but not change; you'll see those groups elsewhere, but you won't see them here since adding people to the group would be a change.)

Places in Chronicle Where You Can Use Groups

Getting to the Group Manager: You can get to the Group Manager by clicking Group Manager in your Tools list in the upper left hand corner of the Chronicle screen or on the Groups and Recalls tab.

Sending Journals to Group Members: If you want the journal to appear in each group member’s journal, you must open the Group Manager, select the group, and click Journal there.

You can also send Journals to groups from any place you add a journal by clicking Groups on the Locate Recipients screen, but journals added in this way are not added to each group member’s journal.

Viewing the Calendar for Group Members: On the Calendar tab, you can click the drop-down at the top right and choose Group to see the calendar for any group. (This is obviously chiefly useful for Personnel groups.)

Viewing Group Members: Aside from viewing group members within the Group Manager, you can also click Groups on the left on the People tab, or Group Members on the Groups & Recalls tab to see a list of members in the group.

 

Setting up Group Types

On the Category tab in the Main System Setup there are two defaults settings for Group Types: Marketing and Personnel. These two default group types should not be changed. If you remove these two group types the Marketing Manager and the Calendar will not work properly. You will most likely not need any other group types.

  1. The Marketing Manager will only let you view marketing type groups that you have created.

  2. The Calendar will only let you view the personnel type groups that you have set up.

  3. The Group Manager is able to filter out by the type of groups you have listed in the Main System Setup.