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Basic group selection

(CRM - selection - a central contact management tool)
 
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Topics in overview:

Contact management
Group management
Address import and export
Selection - a central contact management tool
Customer loyalty by means of communication
Email and letter templates
Lead manager
Appointment and task management 
WebConnector: website connectivity
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Related topics:

Selection strategy
Basic group selection 
Creating a search (advanced selection)

Selection by group 
Selection by affiliate network
Selection by newsletter subscription

Selection by data content
Combined selection
Selection filter

To understand this topic, it is vital to have an understanding of selection strategy. Please familiarize yourself with selection strategy before continuing.

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Basic group selection - an effective tool for selecting contacts

Group selection - which is inextricably linked with group management - is the most common selection method. For this reason, a group selection button has been included. By selecting certain groups, the group selection filters out desired contacts from the contact database by checking to which of the selected groups contacts have been assigned. Group selection criteria can be viewed via Create search and saved as filter for future use.

On this page:

Group selection 
Narrowing down selections using groups
Hierarchy selection 
Narrowing down selections via the middle hierarchy
Narrowing down selections via the top hierarchy
Middle hierarchy exclusion
Top hierarchy exclusion 

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Group selection

In the WBS, groups are organized hierarchically. This makes it possible to thematically group several groups together below a main group. To select a group, please open the hierarchy tree until you also see the groups on the lowest level of the hierarchy. Now activate the checkbox for each group you want to include in your selection. The more groups you select in this way, the larger the result set (i.e. the number of contacts found by selection).

Selected groups with an adequate number of contacts can be identified by the black cursive front used for the group label.

The selection in our example includes all the contacts that were sent a travel offer for the Iberian peninsula. This could refer to Spain, Portugal, or both countries.


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Narrowing down selections using groups

Narrowing down selections using required groups

Entering required groups narrows down the result set of the selection:

When clicking the name of a group, three small buttons appear on the right of the name. The middle button with the plus symbol marks the group as a required group. The result set of the selection only contains contacts allocated to groups marked as required. Marking other selected groups as required further narrows down the result set. In extreme cases, the results will not yield a single contact if no contact has been allocated to a required group.

A group that has been marked as required can be identified by the green cursive font used for the group label.

The preset selection in this example is the same that was used in the above example, but has been narrowed down to the 'Politicians' group. This means that only contacts that have been sent travel offers for the Iberian peninsula AND belong to the Politicians group are included in the result set. 

 

Narrowing down selections using group exclusion

The result set can also be narrowed down by excluding groups. To exclude a group, click the small button on the left with the minus symbol. This excludes all the contacts in the result set that have been allocated to an excluded group. The more groups are excluded, the smaller the result set.

An excluded group can be identified by the red cursive font used for the group label.

The preset selection in this example is the same that was used in the above example, but in this case we are searching for all contacts who are not politicians.

 

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Hierarchy selection

If you want to select several groups that are grouped together thematically below a main group in a hierarchy tree, simply activate the checkbox of the main group. The WBS will automatically activate the checkboxes of all the subgroups below this main group - across all hierarchy levels, if applicable - thereby selecting all groups in this hierarchy. 

Deactivating the checkbox of a main group also automatically deactivates the checkboxes of all the subgroups below it in the hierarchy tree. It is possible to exclude individual groups or subhierarchies from the selection by deactivating the respective checkboxes. However, this measure does not impact the selection as long as all the selected groups, and the main group in particular, are deemed adequate.

In our example, the preset selection retrieves all contacts having an artistic profession.


Selecting a hierarchy without subgroups

This selection yields the exact same result. Thus, it does not matter whether subgroups were selected in addition to an adequately selected main group or not.

In this selection, even those contacts were found that were not allocated to the Artists main group (as in the previous example) but have still been allocated to one of the four subgroups.

Therefore, the selection result is inconsistent with the visible selection. This must always be kept in mind when selecting entire hierarchies.

The intuitive approach: "Activate the checkbox for what I want to see - deactivate the checkbox for anything I do not want to see" does not apply here.

 

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Narrowing down selections via the middle hierarchy

As can be done when selecting individual groups, it is also possible to mark an allocation to a hierarchy - in the form of a main group - as required. In this case we are dealing with the so-called middle hierarchy, i.e. a subgroup below a main group, below which further subgroups exist in the hierarchy tree.

In this preset selection, we are searching for politicians who booked a trip with us to a Mediterranean country. Thus, the selection is narrowed down to those politicians who, as travel customer, were allocated to at least one Mediterranean country.

A main group that has been marked as required can be identified by the green cursive font used for the group label.

However necessary the subgroups may be, they have only been marked as adequate. This is only logical, because in order for a contact to satisfy the necessary criterion of having been allocated to Mediterranean countries, it suffices if he was allocated to one of five possible countries in this category.

But although this selection appears visually plausible, it on its own does not provide the correct selection result. The result in the screenshot on the right still contains contacts who are not politicians, while we are actually looking for politicians in particular.


The important rule for narrowing down a selection via required hierarchies.

The special selection logic that the WBS has been programmed with requires another necessary measure for narrowing down a hierarchy:

In a required hierarchy, only the main group on the top level of the hierarchy should be selected. All the main groups and subgroups below it must be excluded from the selection, i.e. their checkboxes must be deactivated. Otherwise the selection yields an incorrect result.

 

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Narrowing down selections via the top hierarchy

Narrowing down selections for the top hierarchy works the same way as for the middle hierarchy. Here too, only the main group on the top level of the hierarchy should be selected, and marked as required using the plus button.

In the selection in our example, we are searching for travel customers who are also politicians.

Here too, the visually plausible selection does not provide the selection result we are looking for


 
The rule for narrowing down to a main group also applies here:

In a required hierarchy, only select the main group at the top of the hierarchy. All the main groups and subgroups below it in the hierarchy must be excluded from the selection, i.e. all the checkboxes must be deactivated. Otherwise the selection will yield an incorrect result.

In our example, we only need to deactivate three checkboxes. The three subhierarchies and their respective subgroups could be deselected in a single work step (with a single click).

 

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Middle hierarchy exclusion

Excluding an entire hierarchy is simple and straightforward.

In our selection, we are searching for artists who have not yet been to a Mediterranean country.

To do this, simply click the main group 'Artists', which also automatically selects all the associated subgroups. This result set can be narrowed down by selecting Mediterranean countries and excluding this main group using the minus symbol. The entire hierarchy will then be displayed in red cursive, which means it has been excluded.


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Top hierarchy exclusion

In our selection we are searching for artists who have not yet booked a trip with us. The exclusion procedure is the same as for the middle hierarchy.


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