Estimated time to read: 4 - 5 minutes
Video:
What is a Smart Group?
To communicate effectively across an organization, you must always make sure that your communication is targeted toward a specific audience.
A way of doing this is with a Smart Group, where you can add employees and other users to specific distribution lists. This allows you to communicate directly to different departments based on certain criteria, such as:
Job title (regional managers, shop assistants, graduates).
Geographic location (country, region, postal code).
Corporate division (headquarters, retail store, business unit).
Any custom field (start date, allergies, involvement in social clubs).
Apply your own Smart Rules
Go to Groups.
Click on Create Group and select Smart Rules.
Type in a name for the Group and set your rules and values. In the example below, we have chosen that Contacts should be added to the group if their contact field Department is listed as Sales.
You can add more values to your smart rules by clicking +OR and you can add more fields by clicking +AND.
Remember to click on save when you're ready to apply the changes.
Once you have specified the relevant fields, Actimo will automatically filter the Contacts in your workspace and add/remove Contacts to Groups according to the Smart Rules you have set.
Advanced Mode
Note: Once you have enabled advanced mode, you cannot switch back to simple mode.
If you need more flexible rules, you can also use the Advanced Mode (marked yellow below).
For example, maybe you have just 1 or 2 employees who do not match the rule (the department is Sales), but you need to include them in this group anyway. You can do that by including their email address in the rule.
Click on Advanced Mode (marked yellow above)
In this case, you will need to add the following in the end of the advanced rule:
OR email IN('[email protected]')
Then it will look like this below:
You can also add multiple emails, then just add the same text in the end (with a space between):
OR email IN('[email protected]') OR email IN('[email protected]') OR...etc
Also, they can all be added in one argument via CSV format:
OR email IN('[email protected]','[email protected]','[email protected]')
Note: Make sure you add all the necessary spaces and characters as written above, otherwise the rule is incorrect and will not work. It is important in the format above to put an apostrophe (') before & after every single piece of data, like the emails in the second example above. The comma (,) separators aren't obligatory but they help separate the data.
Data Keywords
As seen in the examples above, we can refer to certain employee data in our Smart Group rules. In order to know what to type in our rule window, we just need to refer to our keyword list as seen below:
An employees Department has to be entered as department in the rules, while Email has to be entered as email. In the image you can see the corresponding keywords for each data type on an employees contact card on my platform. Your platform may be slightly different.
For example, I have a manual field created for employees called Onboarding, and using the keyword list in the image above, I would have to use the data2 keyword to refer to it in the rules.
For example, my rule could be as follows if I wanted to include all contacts who are in the support or CS departments and also have my custom contact field of Onboarding set to 'Complete':
department IN('support','CS') AND data2 IN('Complete')
And that's it - you can make any combination of rules to include employees in groups as you need.
Tags: smart groups, smart rules, groups, target, audience, sorting
If you have any other questions please reach out to support at +45 31 41 47 00, or [email protected]