Organizing your data with groups

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Home > Ontraport basics > Organizing your data with groups

Use groups to organize your contacts so you can easily communicate with or perform actions on them.

In this lesson you'll learn:

How groups work in Ontraport
How to create and name a new group
How to set up conditions for your group
How to set group permissions

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Transcript

Groups let you slice your data any way you need. A group is a saved search. It shows every record that matches the conditions you set, and it updates automatically as records start or stop matching. Then you can act on everyone in it at once, like sending an email or adding them to an automation. You can create groups in any collection, not just Contacts. For example, you might group your messages for one promotion, or your pages with a certain word in the name. The fields you can search on depend on the collection. Use the group dropdown at the top of a collection to switch between your saved groups. To create one, go to the collection and click New group, next to the group dropdown. Give the group a name. Then set your first condition. Each condition has three parts. The field is what you're searching on, like a contact field, a tag or an action. The condition is how you compare it, like "equal to" or "contains." And the value is what you're looking for. To broaden a group, click the plus next to the value and add another one, like a second city. Values in the same condition are joined with OR, so a contact in either city matches. To narrow a group, click Add new condition. Every condition has to be true, so they're joined with AND. For example, contacts in those cities who also have a certain tag. To save time, hover over a condition and click the copy button, then edit the copy. One thing to watch. Adding several values to a negative condition, like "state not equal to," doesn't exclude anyone. To leave out several values, add each one as its own condition. Here's a useful one. A group of contacts whose last activity was on or after thirty days ago gives you an engaged audience for your broadcasts, and it keeps itself current. Next, choose who can use the group. "Only I can view and edit" keeps it private. "Only I can edit, everyone can view" shares it without letting others change it. And "Everyone can view and edit" lets your whole team change its conditions. Then click Save. Groups also hold your Card View setup. Card View settings are saved for each user and each group. So one group can show your sales pipeline by stage, and another can show something else. Switch groups, and each one looks the way you left it. Don't confuse groups with lists. A list is static. You add and remove people by hand. A group keeps itself up to date. So a group of everyone who submitted a form is always a current audience for your newsletter. To keep your favorite groups at the top of the dropdown, click the heart next to each one. Favorites are just for you. To see all your groups across every collection, click your profile icon, then Administration, Data, and Group manager. Only a group's owner can edit it or delete it for everyone. To edit, select the group and click Edit group. And deleting a group never deletes the records in it. So: groups are saved searches that stay up to date. Add values to broaden them, add conditions to narrow them, and set permissions to share them. Next up: the action bar and group actions, where you put your groups to work.