Adding, Modifying & Deleting a Smart Group

Donor Management System

This article covers adding and modifying Smart Groups. You can also add and modify (regular) Groups.

Adding a Smart Group

To begin adding Contacts to a Smart Group, leverage your Advanced Search for Contacts to segment your Contact list by your desired criteria for the Smart Group.

Example Scenario: organize all Contacts that have donated over $100 in the last calendar year.

1. Visit the Contacts Tab and select Advanced Search to expand the search filters

Select Advanced Search

2. Scroll down and select the Contributions subsection

Expand the Contributions subsection

3. Select the following:

  • Date Received: either search for “calendar year” or scroll the list to find the Previous calendar year option.
  • Contribution Amounts: to filter for amounts over $100, add “100” only on the From field.

Advanced Search Contributions subsection

4. After making these selections select Search to reveal your search results at the bottom of the screen. If needed, you can edit your search parameters by selecting Edit Search Criteria at the top.

Results of the Search

5. Select all Records on the page, and then select the Actions menu 

Select All Records

6. Either type “smart group” in the Actions search bar or scroll the list to find the Add Contacts to Smart Group

Add Contacts to Smart Group

7. You will be directed to the Smart Group creation page with the following fields and information:

  • Group Title: the name of the Group.
  • Group Description: optional description of the Group.
  • Group Type – Mailing List: select if you wish to use the group for Bulk Emails
  • Parent Groups – Add Parent: add this new Smart Group to be under an existing Group to help organize your Group list. The Group parent/child relationship can be filtered on new Advanced Searches and Reports.

8. After adding all the necessary information, select Save Smart Group

Build Smart Group

Modifying & Deleting a Smart Group

1. Go to the Contacts Tab

2. Select Advanced Actions on the top right corner of the screen and then Manage Groups

Manage Groups

3. On the Manage Groups Page, you will see the following fields and actions:

Modify Groups 5 ways

1) Hover your cursor to be able to edit the Smart Group Name.

2) Press on the “pencil icon” to edit the Group Description.

3) See a list of all Contacts in the Smart Group.

4) Change the Group Settings. You will also be able to add or remove a Parent Group associated with the Group.

5) Press on "More" to Delete the Smart Group.