Online Help

Help Table of Contents

Managing Groups

Groups help you organize your contacts into subsets of contacts. Some groups contain end users while others contain administrative staff. End users and administrators can be members of more than one group.

Groups Concept

Some Luminate Online groups are built in while others are created automatically by the system and populated in response to user actions, such as taking a survey or making a donation. Administrators can also create groups manually or by using a query or a task.

All Groups fall into one of three basic security modes:

  • User Security Groups - Used to direct certain content to specific users; for example, members of the built-in security group of Any registered user can be permitted to see content that the Site Visitors group members are not permitted to see, by giving them access to material you have placed in the Registered users only Security Category. You can create additional User Security Groups, such as one for Board Members, and permit members to see material you place in a special Security Category just for them. See Managing Security for more information on creating and using User Security Groups.
  • Admin Security Groups - Used to provide access to the administrative side of your site; in addition to the full access permitted the Site Administrators group, you may want additional Admin Security Groups for Junior Administrators who need only limited access to the administrative side of your site. See Managing Security for more information on creating and using Admin Security Groups.
  • Non-Security Groups - Includes most of the groups that are created automatically by the system, such as groups of individuals who respond to a Survey or an Action Alert, or purchase a ticket for an Event; also includes task-generated groups and many query-generated groups*, as well as those who have opted in or out of an Interest (if you have enabled this feature). These groups can be useful for directing email communications to the right audience and for statistical analysis.

    Note: Queries can be saved as security groups or non-security groups.

As a Site Administrator, you can create security and non-security groups from the Groups application and from various applications such as Donations or Personal Events where you can create groups for donors or hosts. You can also add contacts to new or existing groups or delete group members when necessary.

This topic describes the Group List page and the Summary statistics available for each group. It also discusses the procedures for creating, editing, and deleting a group from the Groups application and the methods for adding members to a group.

If you create user or administrator security groups, refer to Managing Security for instructions on how to give these groups the proper permissions. Creating groups by Query, Tasks, and Interests is discussed in the corresponding Help sections.

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Accessing and Viewing the Group List Pages

The Group List pages display all the groups associated with your site. The Group List page that opens when you access the application lists all of your user groups, and a separate tab accesses all of your Administrator groups. The lists include built-in groups (such as Site Admins or Any Registered User), groups created automatically by the system (such as survey groups), and groups created by administrators in any of the following ways: while configuring applications such as Donations, by running queries or tasks, by enabling opt-in and opt-out groups for Interests, or simply by creating a new group from within the Groups application.

By default, your groups display in alphabetical order, but, using the tree control at the left of each list, you can display your groups by Group Type. This feature can prove useful for locating a specific set of groups, such as your TeamRaiser or Donation groups.

Note: Many Group Types are built-in, but, as an administrator, you can create additional Group Types to organize the groups that you create. You create the Group Type when you create the first group that you plan to associate with it, and the Type then becomes available in the Group Types list when you create additional groups. For example, if you create a group of Board Members, you might create a new Group Type called Special User Groups. If you later create a group of Paid Subscribers, you can also assign that group to the Special User Groups folder.

To access and navigate the User Group List page:

  1. On the Constituent360 menu, select Groups.
  2. The default view shows an alphabetical listing of all your user groups up to a maximum of 500. If you are using Advocacy, the Congressional District groups and the State Resident groups do not appear in this default view. A Group Types tree control at the left of the list permits you to view your Groups by Type (or to see your Congressional District groups and State Resident groups if you are using Advocacy).

  3. For each Group listed, observe the:
    • Available Actions:
      • Edit - The Edit action opens the Group Information page and provides access to the Members tab; and, if this is a security group, to the Permissions tab. See the later sections of this document for more information.
      • View Members - The View Members action opens the Member List page for a group where you can add or remove members.
      • Edit Permissions - For security groups only, this action opens the Group Permissions page where you can view or change the permissions for the group.
    • Group Type - Using the folder tree at the left of the page, you can restrict your view to only Groups of a single type, such as Donation Groups.
    • Security Mode - Potential Security modes include:
      • Admin Security Group Admin security group icon - a group designed to control access to your administrative pages
      • User Security Group User security group icon - a group designed to control access to user pages
      • Query Generated Group Query Generated Group Icon - a group generated by a query
      • Periodic Query Generated Group Periodic query generated group icon - a group generated by a query that is scheduled to be rerun on a periodic basis (for example, weekly or monthly); task generated groups may also have this designation as they are generated by internal query; note that the membership of these groups may change each time the query or task is rerun
    • Last Modified - date for each Group.
  4. To view only Groups of a certain Type:
    1. Click the plus sign (+) beside All Groups in the tree display at the left of the list. A list of all your Group Types will display.
    2. Click directly on the Name of the Group Type for which you would like to view the individual groups. Only the Groups that are part of that Type will display. The following shows what you might see if choosing Donation Groups:

      Example of Donation Groups

      Note: Clicking directly on All Groups will display your entire list of groups, including the Congressional District groups and the State Resident groups if you are using Advocacy.

To access and navigate the Administrative Group List page:

  1. Choose Constituent360 on the navigation bar and then select Groups from the drop-down menu to open the User Group List page.
  2. Click the Administrator Group List tab to display your administrative groups, as shown below:

    The Administrator Group List

    Note: All of the navigation and actions associated with user groups also apply to the administrative groups. See the preceding section on user groups for more details.

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Viewing Group Information and Summary Statistics

You can view general information about each group on the corresponding Group Information page, including the date and time when the group was created and when it was last modified or rebuilt. This page also provides group summary statistics such as the number of members in the group, the number of active members in the group, and various email status statistics.

To access the Group Information page for a specific group and view Summary Statistics:

  1. Choose Constituent360 on the navigation bar and click Groups from the drop-down menu.
  2. To view information pertaining to an administrative group, click the Administrative Group List tab.
  3. Click the Name of the group of interest to you (or on the Edit action beside the Name of the Group). The Group Information page for that group will display. This page shows the name, description, security mode, and group type for that group; it will also indicate if the group is automatically rebuilt at specific intervals, as is often the case with query- and task-built groups. The page also shows when the group was first built and last modified.
  4. The Group Information page also includes Group Summary statistics at the bottom of the page.

  5. Click the Refresh Summary link beside the group statistics to view the latest results. The available statistics include the following:
    • Group ID -- a unique value for each group in your system
    • The number of users in this group -- the total number of users in this group; includes both active and inactive users
    • The number of active users in the group -- includes all members of the group who currently have an "active" status (that is, all members who have not been "removed" by an administrator on the constituent profile page)
    • The users that are in "approval pending" status or double opt-in status are also excluded from the active count. There are users in this status only if the site uses the features of registration approval or double opt-in.

    • The number of users with email status 'Hard Bounce' -- those members of the group with an invalid email address
    • The number of users with email status 'Soft Bounce' -- those members of the group who may not have received email messages due to a temporary condition (such as the fact that their mailbox is full or the ISP is not currently receiving messages)
    • The number of users who opted out from email -- those members of the group who have elected not to receive email from your site
    • The number of users with valid email -- the active users in the group minus the users with Hard Bounce, or those who have opted out from all email.

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Viewing the Group Member List

The Group Member List page shows up to 2,000 members of the group in a paginated list.

To view the Member List for any group:

Note: The Member List includes only active members.

  1. On the Constituent360 menu, select Groups.
  2. If you are interested in information pertaining to an administrative group, click the Administrative Group List tab.
  3. Click View Members beside the Name of the Group for which you would like to view the membership list. The Member List page for that group will display.
  4. Peruse the list, using the First, Previous, Next, and Last navigation links at the top and bottom of the list to view multiple pages. You can also use the Search feature to locate a specific member.

    Important: The list contains a maximum of 2000 entries, even if the actual membership is larger. Check the Summary section on the Group Information page for the actual number of members in the group if the list appears long.
  5. See Adding Members to a Group or Removing Members from a Group if you need to make changes.

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Creating a New Group

Convio creates many groups automatically, including basic Site Administrator and User Security Groups, as well as groups for survey respondents, action alert respondents, and those who register for a TeamRaiser.

As an administrator, however, you can also create additional groups. You can create groups through the Donations, Query, Tasks, Interests, and Personal Event applications among others. The procedures for creating those groups are discussed in the corresponding help topics. You can also create a new group manually from within the Groups application as discussed below.

To create a new group in the Groups application:

  1. Choose Constituent360 on the navigation bar and then select Groups from the drop-down menu to open the User Group List page.
  2. Click the Add New Group button at the top of the page.
  3. On the New Group information page, provide a Name for your group.
  4. Provide a brief Description of the group. Although not required, this description will appear on your Group List page and help identify the purpose for your group.
  5. Choose a Security Mode for your Group from the drop-down menu provided. Choices include:
    • Not a Security Group -- groups that may be useful for communications or statistical analysis; for example, a group of new contacts from a recent seminar or a group of constituents to which you wish to send an email
    • User Security Group -- used with Security Categories to direct certain content to specific users; for example, a group of Board Members or Paid Subscribers
    • Admin Security Group -- used, frequently with Security Categories, to define certain administrative roles; for example, a group of Junior Administrators who will author your Spring Gala pages
  6. Select a Group Type from the drop-down menu provided, or click the second radio button and enter a new group type. The Group Type simply serves to organize your groups so they are easier to locate and manage.
  7. Click Save. The screen will refresh with the Group Summary statistics, including the unique Group ID. The other statistics should all be equal to zero, as this group does not yet have any members!

    Important: After saving a new group, a Members tab becomes available that you can use as one method for adding members to the group. If you have created a User or Admin Security group, you will also have a new Permissions tab. These features will be discussed in the following sections.

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Adding Members to a Group

You can add members to a new or existing group by:

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Populating a Group from the Members Page in Group Administration

You can add several members to a user group at once from the Members page for the group in Group Administration. This may be a good way to populate the group if you are adding new contacts or if you have limited information.

Important: You cannot add members to an Admin Security Group from the Members page for the group; instead, you must specifically create an administrator account for them in Constituent360 -- and then add them to the appropriate group. See Creating or Removing an Administrator Account for more information.

To add members to a User Group using the Members page in the Groups application:

  1. Create and Save a new user group or access the Group Information page for an existing group.
  2. Click the Members tab to open the Member List page. The following illustration shows the list page for a new group that does not yet have any members.

    The group members page for a user group
  3. Click the Add Members link to open the next screen shown below:

    The add members page for the group

    Important: Click the Set Actions link before entering names to set any additional actions such as logging a specific interaction for the contact. (Otherwise, the system will simply add new contacts or update existing contacts and add them to your group.) This can be a useful feature if all of the members of the group are from Personal Contacts or the result of a Phone Call, as you might want that noted in the contact record.
  4. Add each member, providing as much information as you can for each. Use the drop-down menus to add data wherever those menus are provided.
  5. Click Save. Your screen will now look something like this:

    Members successfully added to the user group

    Note: You will receive appropriate messages if any of your new contacts appear to match existing records or if any information conflicts with an existing record (such as a new email address that appears to match the email address of an existing contact). Where conflicts exist, you will be required to resolve them by viewing the two records and making a choice between them.
  6. Click Add More to continue adding members or click Done to return to the list of group Members. Any newly created contacts will get a system-generated password assigned to them.

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Populating a Group from the Constituent360 Application

This may be the best way to populate a small group if most of the contacts are already in your Convio database—that way, you are certain you are getting the right contact.

To add a member to a Group using the Constituent Profile:

  1. Choose Constituent360 on the navigation bar and select Constituents from the drop-down menu to open the Find Constituent page.
  2. Enter identifying information for your prospective Group member (such as first and last name) and click Find.
  3. In the Constituent List that opens, click the Edit icon Edit Icon beside the name of the contact you would like to add to your group.

    Important: If you will be adding to an Admin Security Group, you must select a contact who has the administrative security account profile; these contacts will have the admin flag ADMIN Flag in Profile in the Admin column of the Constituent List.
  4. Verify on the Constituent Profile that this is the correct contact.
  5. Click the Groups tab associated with this Constituent Profile. This action will open the page that shows the groups to which this contact already belongs.
  6. In the Group Membership section, click the Edit Group Membership link.
  7. On the Edit Group Membership page, click the appropriate Group Type and then click on the name of the specific Groupto move ;that group to the Selected pane; or search for the group as follows:
    1. Enter a partial or entire Group Name in the Search box.
    2. Click Search.
    3. When the Group appears in the Search Results, click on the name of the group to move it to the Selected pane, as shown:
    4. Editing group membership in Cons360

      Note: You can also click on a selected group to remove it.

    5. Click Save at the bottom of the page to save your changes and return to the Group Membership page for this constituent. The constituent should now be listed as a member of the group you selected.
    6. Click Find Constituent to add another constituent to your group or go on to other tasks.

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Populating a Group Using Import/Export

If you have the membership roster in an external CSV file and the file is quite large, you may want to populate the group using Import/Export. The general procedure is as follows:

  • Use Constituent Data Upload first to make sure that all potential members are in your database. (Note that you can now include a Group ID in the Constituent Data Upload file so this may be the only upload you need to do.)

    Important: To upload administrators to an Admin Security Group, use a Custom Constituent Import and include the admin_status field (as a column header in the import file). Entering zero (0) or leaving the field blank indicates the constituent is not an admin; entering a value of 1 indicates that the constituent is an administrator and will set the Admin flag for that contact. Be sure to include the Group_ID column; adding the correct admin group ID (as well as the admin status flag) for each constituent that you are adding to an Admin Security Group.

    Note: Do not use the Standard Constituent Data Import operation to upload administrators since it will not accept the admin_status column.)
  • Set up a cross-reference to map the external group ID to the Convio Group ID.
  • Use Group Upload to complete the process of assigning the constituents to your group (unless you are able to combine the entire procedure into the Constituent Data Upload).

    See the Import/Export help for more detailed instructions.

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Removing Members from a Group

You can remove members from a group at any time through the contstituent record or through the Group Members page in the Groups application. Each of these methods is discussed below.

Removing Members Using the Group Members Page

You can remove several members from a group at once by accessing the Members page for the group as follows:

  1. Click Constituent360 > Groups.
  2. Click the Administrator Group List tab.
  3. Click View Members beside the Name of the Group of interest to you. The Member List page displays.
  4. Place a check mark beside the names of all those contacts you would like to remove from this group.
  5. Click Remove from Group. The page will refresh and the selected members will no longer be listed.

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Removing Members Using the Constituent360 Profile

Removing group members by accessing the constituent profile is useful when you need to remove just a few members from your group.

To remove a member from a Group through the Constituent Profile:

  1. Choose Constituent360 on the navigation bar and select Constituents from the drop-down menu. The Find Constituent page displays.
  2. Enter identifying information for the group member (such as first and last name) and click Find.
  3. In the Constituent List that opens, click the Edit icon Edit Icon beside the name of the contact you would like to remove from your group.
  4. Verify on the Constituent Profile that this is the correct contact.
  5. Click the Groups tab associated with the Profile to view a list of the groups to which this contact belongs.
  6. In the Group Membership section of the page, click the Edit Group Membership link.
  7. In the editing pop-up that opens, look in the Selected column and locate the Name of the group from which you need to remove this member.
  8. Click the Name of the group. The group will immediately disappear from the Selected list, indicating that this contact is no longer a member of that group.
  9. Click Save to complete your changes and return to the Groups page for this constituent.
  10. Click Find Constituent and repeat this process to remove additional constituents from your group, or go on to other duties.

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Editing Group Information

Occasionally you may need to make a change to the entries contained on the Group Information page—perhaps to modify the description, or to change the Group Type where a new group has been placed.

To edit Group information:

  1. Click Constituent360 > Groups. The User Group List will display.
  2. If you are interested in information pertaining to an administrative group, click the Administrative Group List tab to display those groups.
  3. Click the name of the group (or the Edit action for the group) of interest to you to open the Group Information page.
  4. Make modifications as necessary.
  5. Click Save.

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Deleting a Group

Use caution when deleting groups. Also, some groups cannot be deleted.

Important: Deleting a group will remove all members from the group.

  1. Click Constituent360 > Groups
  2. Click the Administrative Group List tab.
  3. Click the name of the group (or the Edit action beside the Name of the group) you want to delete. This action will open the Group Information page.
  4. Click Delete at the bottom of the page.

    Important: If this Group cannot be deleted for any reason, the button will not be available.
  5. When asked to verify that you want to delete this group, click Confirm. You will return to the Group List where the group you deleted will no longer be listed.

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Deleting a Group Type

Any Group Types that you create can be deleted if there are no Groups associated with that Type.) You cannot delete system-created Types.

To delete a Group Type:

  1. Click Constituent360 > Groups
  2. Verify that there are no Groups associated with the Type you would like to delete, as follows:
    1. Click the plus sign (+) beside the All Groups entry in the tree display at the left of the Group List. This action will display all the Group Types associated with your site.
    2. Click the Name of the Type you want to delete. All the Groups associated with that Type will display in the Group List. The list should be empty.
  3. If there are no Groups associated with the Group Type, click the Group Type List tab. A list of all Group Types displays.
  4. Use the Search feature or page through the list, if necessary, to locate the Group Type that you would like to delete.
  5. Click Delete in the Actions column.

    Important: If this Group Type cannot be deleted for any reason, the delete action will not be available.
  6. When asked to verify that you want to delete this Group Type, click OK. The Group Type List page will refresh and the Group Type you deleted will no longer be listed.

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Accessing Group Permissions

Security Groups are created to grant users or administrators the appropriate access to your system. For this reason, both User and Admin Security Groups will have a Group Permissions tab available when viewing the Group Information page. You can click this option to access the permissions associated with a Security Group or to set new permissions.

To access the permissions associated with a Security Group:

  1. On the Constituent360 menu, click Groups.
  2. Click the Administrative Group List tab.
  3. Click the Edit Permissions action beside the name of the group for which you want to view/edit the permissions.  
  4. On the Group Permissions page:
    • View the existing permissions for a group
    • Edit the permissions for a group by adding or removing privileges

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Viewing Existing Permissions for a Group

On the Group Permissions page, you can view the existing permissions for a Security Group by clicking View all permissions for [name of the group] at the upper left of the permissions page. The permissions for the built-in Security Group of Any Registered User are shown below. You can see that this group has permission to view content that you place in the General Security Category as well as any content placed in the Registered users only Security Category. This group does not have permission to view any content in the Administrators only Security Category.

View permissions for Any Registered User

View the permissions associated with other Security Groups by accessing the Group Permissions page for the group and clicking the View all permissions link for the group.

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Editing Permissions for a Group

From the Group Permissions page, you can also edit the permissions associated with a security group—that is, you can specifically add or deny the group access to certain content on your site. With User Security Groups you will be primarily concerned with granting permission to view additional content that you place in a specific security category. The permissions you may want to assign to Junior Administrators, on the other hand, can be far more involved—especially on a large site.

Anticipating some of the permission sets you may want to grant to a Security Group, Convio has grouped various permissions into roles that you can assign. The list of roles available to Admin Security groups is fairly extensive—encompassing varying degrees of access to all the different parts of the product.

To view the permission sets available to Junior Administrators:

  1. Access the Group Permissions page for an Admin Security group.
  2. Choose a Permission Type from the drop-down menu provided. These permission types correspond with various parts of the product, such as PageBuilder, Events, Donations, TeamRaiser, and so on.
  3. Click Choose to view the possible roles that you can assign to the group for that part of the product.

The available roles (the default permission sets) increase in privilege from bottom to top; that is, the least privileged role in regard to Events Management is explicitly No additional permissions over those of a registered user (who cannot see administrative content at all!). This is followed by the ability to View Event Reports; the ability to create and manage events; and finally, the full responsibility to Manage Events and Types (which includes the ability to view event reports, create and manage events, and manage event types). Similar roles are available to Admin Security Groups for other parts of the product.

In the above illustration, we could assign this group permission to Manage Events on our site by checking the appropriate radio button and saving our changes. However, this would give them the ability to manage all events on our site. If we wanted to allow them to manage only certain events, we could place those events in a special Security Category and deny the group the ability to manage events in general, but add an override that allowed them to manage the events in that Special Category.

Because granting the correct permissions to a group is important, we have prepared a separate document called Managing Security that explains, with detailed examples, how to use both Security Groups and Security Categories to get the results you want when assigning permissions to Admin and User Security Groups.

For a detailed discussion of Default Permissions, refer to Understanding Default Permissions.

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Viewing and Disabling Group Rebuilds

If your site periodically rebuilds groups created from a query or task, managing which groups your site rebuilds and how frequently can enhance your site's performance and the performance of other sites on the same server.

Queries allow you to identify and use generated lists of contacts who meet certain criteria. Query results can be used for analysis or to create groups, phone lists, and mail-merge lists. Groups created by query can be set to rebuild periodically so you always have a fresh set of contacts that meet your criteria. Before you deliver an email message, you typically rebuild these groups so that the group membership is current, especially for end-of-year email campaigns.

Rebuilding large groups by query can be expensive in terms of site resources. As the number of group rebuilds on a server increases, processing power is impacted for your site and for other sites on the same server.

To view and manage your query-based groups:

  1. Navigate to Constituent360 > Groups > Rebuilding Groups List.
  2. On the Rebuilding Groups List page, review your groups and evaluate which ones you might no longer need to rebuild.
  3. The easiest way to evaluate your groups is to look at the group Name and the group-rebuild frequency in the Rebuild Information column. To help you determine when you no longer need a group:
    • Look at dates in the name of the group. Is the group several years old?
    • Are there groups being rebuilt daily for an event or other campaign that occurred during a discrete time earlier in the year?
  4. When you find a group that no longer needs to be rebuilt, click Disable Rebuilding in the Actions column.

If you run into trouble while viewing and managing your rebuilding groups, contact Luminate Support.

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