The Contact Groups tab

SECURITY  Security level with access to CRM, and Edit All or Edit Mine permission for associated organization.

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs > Contact Groups

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs >  Contacts > click a contact > Contact Groups

NAVIGATION   > CRM > Search > Contact (Last Name) or Contact (First Name) or Contact (Email) > click a contact > Contact Groups

BEFORE YOU BEGIN   This article explains how to add individual contacts to groups from Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. or Contact pages. To manage multiple contacts across organizations, refer to Adding members to a contact group.

The Contact Groups tab appears on the accessory tabs of the Organization and Contact pages. It displays all group memberships for the organization's contacts or the selected contact. You can manage the membership of individual contacts from specific organizations from this location.

To open the page, use the path(s) in the Security and navigation section above.

The button bar contains the following options:

Option Description

Add Contacts to Group

Click this button to add a contact to any active group in your Autotask instance. The group does not have to appear on the list of groups already associated with organization contacts.

  1. Click Add Contacts to Group.

The Add/Remove Group Members page opens. All contacts from the current organization appear on the left.


When launched from the Contact page, only the current contact can be added to a specific group.

  1. Select a group from the Group menu.

If any contacts from the current organization already belong to the group, those contacts move to the right side.

  1. To add additional contacts to the group, double click the contact name in the left side list. You can also Ctrl and Click multiple contact names and click Add.
  2. To remove contacts from the group, select contacts on the right and move them to the left.
  1. Save or Save & Close.

SECURITY  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

  1. Click the Export as CSV icon.
  2. A window opens that allows you to download and open the exported file.

NOTE  Note that only the selected columns of the first 5,000 records will be exported.

IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Menu Option Description

Organization Group Members

Add/Remove Organization Members (Organization page only)

Opens the Add/Remove Group Members page. Contacts who are already members of the group appear in the right list.

  • To move a single contact between lists, double-click on the name.

  • To move multiple contacts, use Shift-Double-Click or Ctrl-Double-Click.

  • To add or remove all, click one of the buttons at the bottom of the list.

Save or Save & Close.

Email Organization Members (Organization page only)

Organization page only. Selecting any of these options will open the Execute Contact Action for page, where you can create and send an email, or create a note or to-do for all contacts from the organization who are group members. Refer to Creating and executing contact actions.

Create Note for Organization Members (Organization page only)

Create to-do for Organization Members (Organization page only)

Remove From Group (Contact page only)

Removes the current contact from the selected group.

Contact Group

View

Opens the Contact Group page. Refer to Managing contact group membership.

Edit

Opens the Edit Contact Group page, where you change edit the group name and change the Active status of the group.