How to create a group 


To start, navigate using the main menu to: Menu > Contact Management

  • Once you have opened the “Contact Group Browser”, Select the “+ New Group” option indicated below 
  • You will then be prompted to name your new group, For example: Group 4 Then, select “Ok” to save. 
  • A window will appear indicating group was saved successful. Select “Ok”
  • In the Contact Groups Browser you can select using the pull down which groups to view “All Contact Groups, Only My Groups, or Only Groups Shared With Me”. 


Adding Contacts to a Group

  • If adding to one group, you can select the "Actions" pull down menu to the right of group and select “Add Contacts"
  • You can also add contacts by placing a check mark in the box next to the group you want to add the new contact(s) to or check multiple groups if adding to more than one group and select “ + Contacts to Groups”. ** Note: You may also sort the column by selecting the header row you want to sort by


Adding Contacts to a Group (cont’d)

  • The “Add Multiple Contacts” window will appear when you select to add a contact. The groups selected on previous window will already be checked (selected), but you have the option to change group selection if applicable.
  • To add multiple contacts, Select “Paste in multiple e-mail addresses” and manually enter or paste in the contacts. Insure the contacts are separated by either a comma, space, line break, or semicolon. Then select “Add contacts”
  • To add a single contact, select “Add a single contact via form”, input single email address, select “Add Contacts”
  • To add by importing contacts from a CSV file you would select “Import a CSV file to contact information” and select “Add Contacts”. > When the pop-up appears, select “Browse." > Locate the CSV file you want to import, select file, and click on “open."
    • The contacts will populate into a browser called “Map CSV Columns. This is where you have the ability to go in and insure that the columns along the top row are correct. To change the column, select the arrow pull-down option to the right of each column and select the one you would prefer as the column name. you will also need to scroll to the right to view all columns. After insuring all Column are correct, select “Add Contacts”.

Note: You may adjust options as preferred. “This CSV has a header row”: If CSV file does not have header row, uncheck this
“Overwrite existing data”: If you do not want to overwrite existing data, uncheck this
You also have option to create fake email address for those that have no email address “Send receipt to” will send a report on import details and successful to address listed
**** When choosing the column category you have the option to select “ignore”



Searching Groups (ALL) “Find a contact"

  • In the “Contact Group Browser” select the “Find Contact” button to search for a contact.
  • The “Find A Contact” pop-up will appear. Under the pull down you can search multiple fields  (first name, last name, email address, etc.). If searching by email address, select the pull down option and select “E-mail Address”, type in the email address searching for , and select search.
  • You may also search all email addresses with a certain “domain name”. Example: If you wanted to search for all “Distribion” email addresses, you would type in the “contains” field @distribion.com This would list all users you have with  @distribion.com
  • After selecting “search” your results will appears giving you the option to Edit contact or show all groups that contain this contact. > Browsing the Group will take you to a list of all contacts within that group.


Searching Groups (cont’d)

  • To search for a contact, you would check the group(s) that you want to search in and select “Search Selected Groups” in the "Contact Group Browser" window via the "Actions" drop down. *** Note: If just searching one group, you may also select the “quick search” button (magnifying glass) that will open that group
  • You will then be directed to the “Contact Search Results” page, where you will be prompted with the first page of contacts within the group(s) selected starting in alphabetical order. To add search conditions to narrow list, you will need to select “Add New Condition”. You may add multiple “Conditions”. 
  • Once “Add New Condition” is selected, pull-down options will appear in which you can search using a variety of options from names, partial email addresses, etc. For example: if you wanted to search for all email addresses ending with @distribion.com, you would select pull down option “E-mail Address”, and pull down option “contains” or “ends with”, the type in your criteria. Once complete, select “(done)”
  • After "Refresh Search Results" is selected the condition just created will populate as shown below. You may also add as many conditions as applicable to acquire results looking for by selecting “Add a New Condition Group”. Once you have created all applicable conditions, you would select the “Refresh Search Options” to display all contacts with group(s) that contain the conditions within your search criteria.
  • You can “Load a Saved Condition Group” by selecting this option and choose from previously saved conditions
  • You can also “edit” the condition by selecting (edit) or To “delete” the condition, select the box with red X
  • Note: After you have created a search condition, you may save this condition for later use
  • Configure column order and visibility (this option has pop-up window with additional options
  • Download report as an Excel spreadsheet (can only be opened or saved)
  • Download reports as a CSV document (can only be opened or saved)
  • You can modify your search results by "drag and drop" to rearrange columns by putting arrow over column, holding left mouse button down, and moving mouse up or down depending on where you want to move that column. You may select or deselect columns as well. Then when done select “Save Changes”
  • You can change the results “per page display” by selecting arrow on pull-down menu and selecting the number of results per page you would like to view


Deleting groups

  • Select the group you would like to delete, then select the delete button. A confirmation will appear with the option to “cancel” the request to delete or select “ok” to delete the group.

Merging groups

  • In the “Contact Group Browser” select the groups that you would like to merge. Then, select the merge button. A pop-up will appear requesting you to create a new contact group name for the selected groups to be merged into. Note: the groups that you merge, into new contact group, will not be deleted when merged. The groups are basically copied into new contact group


Splitting groups

  • Select the group, by checking the box, that you would like to split. Under the actions column, select the drop down option and select “Split Group”. A pop-up will appear requesting the number of groups you want to split the group selected into
  • The group will then be split evenly taking additional contacts outside of “evenly-distribution” and place into the last group. (Example: splitting 112 contacts into 3 groups would be 37, 37, 38) The name of the new groups will match the group splitting with the add-on of “Group 1, 2, 3…” 

Renaming groups

  • Select the group, by checking the box, that you would like to rename. Under the actions column, select the drop down option and select “Rename Group”. A pop-up will appear requesting the new name for the group selected, which in this example we renamed the selected group “test 3” to the new name “test 3b”
  • Once you select “OK” the group will now appear in your Contact Group Browser under the new name.

Archiving groups

  • Select the group, by checking the box, that you would like to archive. Under the actions column, select the drop down option and select “Archive Group”.
  • Once you select “Archive Group” the group selected will no longer be listed in the non-archived area of the Contact Group Browser. To see the group recently archived as well as other archived groups, you would need to select  “Show Archived”
  • You will then be accessing archived contact groups. All groups will be viewable including [ARCHIVED], the archived groups will have the [ARCHIVE] indicator next to the name. to hide archived, select “Hide Archived”
  • Select a group in which the contact exists, by checking the box, that you would like to search. Select the “Search Selected Groups” button at the bottom.
  • You will then be on the “Contact Search Results” page for the group selected. If looking for a specific contact to delete, you would need to create a condition that will search for that contact using email address or other search options. To create the condition to locate contact please follow instructions on page 10 Section B and page 11 …………….. Once the condition is created and email is located.  Check the box next to the contact and select “Remove Results from Contact Group”
  • A pop-up will appear showing all groups that the contact is currently in or was in at one time, but has already  been removed from that group. Example: “test 3 Group 1” the contact selected to remove during search was in this contact group at one time, but was removed previously. All others listed below still have the contact listed within the contact group named under Contact Group.
  • You now have the option to choose which “Contact Group(s)” you would like to remove the contact from. Select the “Remove Selected Contact (1)” as shown below. Once selected, a pop-up will appear showing results of the contact being removed from the group. Select “OK."
  • You will then be taken back to the “Remove Results From Contact Group” window which will now show the contact was removed from the group “Test 3”
  • At this point you have the option to continue deleting the contact from all groups by following above instructions for each contact group listed or select “close” to return to the “Contact Search Results” page of the contact group originally selected. If done removing contacts, go to pull main pull down MENU > CONTACT MANAGEMENT. This will take you back to the “Contact Group Browser”
  • To Delete all contacts within a group, but maintain the group for future use or to upload updated information. Select the group you would like to remove all contacts from. Then Select “Empty.” A pop-up will appear to confirm you wish to empty the following groups of all contacts. You have the option to “cancel” or “ok”. If you select “cancel”, you will return to the Contact Group Browser with no changes made and all contacts remaining in group. If you select “ok” you will return to the Contact Group Browser showing a contact quantity of zero for that group

Moving Contacts

  • In the “Contact Group Browser”, Select the group, by checking the box, that you would like to move. Under the actions column, select the drop down option and select “Move Contacts”.
  • A pop-up will appear providing two options. One option is to select an existing group, from the pull down option, to move the contacts to OR move the contacts to a new group. Once you have selected the group to move to or new group name, select “Move”

Copying Contacts

  • In the “Contact Group Browser”, Select the group, by checking the box, that you would like to copy. Under the actions column, select the drop down option and select “Copy Contacts”.
  • A pop-up will appear providing two options. One option is to select an existing group, from the pull down option, to copy the contacts to OR copy the contacts to a new group. Once you have selected the group to copy to or new group name, select “Copy.” You will then be taken back to the Contact Group Browser.

Sharing Contacts

  • In the “Contact Group Browser”, Select the group, by checking the box, that you would like to share. Under the "Apply to selected group" column, select the drop down option and select “Share Contacts”.
  • A pop-up will appear providing two options. One option is to select an existing group, from the pull down options, to share the contacts to individual users add user by email and click on +Add New OR make the contacts public to all users. Once you have selected the desired option click done. You will then be taken back to the Contact Group Browser.

**Please note shared contact groups will need to be copied prior to deactivating the primary owner of shared contacts. 

Edit a Contact

  • To edit a contact you must first locate the contact you want to edit. Once the contact to edit is located you will be on the “Edit Contact” page.
  • You will scroll down the page adding, changing, or removing applicable contact information. Once complete, there is the save or cancel option at the bottom of page. Once selected you will be taken back to the “Contact Group Browser”
  • On the “Edit Contact” Page you have the ability to view: Policy Information - Subscription Status - Email History - Bounce Back History - Notes
    • This is where you would place a date creating a reminder to update/renew contact info
  • Subscription Status is used to unsubscribe a contact from "Any digital marketing from this company" and/or "General Communications“. If the contact does not want or you do not want to send the contact any digital marketing then you would place a check mark in the box next to "Any digital marketing from this company"
  • E-Mail History provides all sent history for the contact within a specific period
  • Bounce Back History will show any “Hard” bounce back history on the contact. A Hard Bounce Back is attempted to be delivered but it bounced (mailbox not found, host not found, etc.)
  • The “Notes” section is used to enter information you might feel applicable. If you select the “here” option under the notes section, this will open additional fields.
    • Subject: Is the Title for the note wanting to add
    • Action: Is what the note would be in reference to. If no reference, then you could just select the option “Note”
    • Note: This is the area to place information
    • Private: If "Private" is checked, only the user who posted the note should see it.
    • Read Only: This option allows others to see the note, but they are unable to edit the note
    • Attachment: This is where you add applicable attachments by selecting browse and locating file to upload.

*** Once information has been entered, Select “Save Note”





Contact Group Browser

  • To close “Contact Group Browser” select the “X” in the top right corner