Create selections
You start off with a set of criteria from the Find screen by using a typical search or adding your own criteria. From there you can save the result as a dynamic or static selection. The difference between the two are a selection that keeps on updating the number of members (dynamic) or a selection that have the members frozen with a snapshot of today's set of members (static).
Steps
Click New on the top bar and select Selection.
In the Find screen, click the Find option that is relevant for the data type you want to use in your selection. You can also click Typical searches to use predefined searches.
Add your search criteria in the Criteria tab.
Click Find. The Results tab displays the data matching your criteria.
To save the results in a selection, click Save as selection. If not, refine your search criteria.
In the Save as selection dialog, choose type:
- Dynamic selection: This type of selection will always be updated with members that match the selection criteria.
- Static selection: This type of selection will contain only the members you have added manually.
- Add to existing static selection: Save the result to an existing selection. You can manually add or remove members from the selection at a later time.
Click Save.
Type the name of the new selection where Selection name appears. This field is mandatory.
In the Selection is field, you can change to another type of selection if necessary.
Set properties:
Owner: The field automatically displays the user currently logged in.
After saving a new selection, you can change the owner by editing the selection. In practice, this means that you transfer it from yourself to someone else.
Category: Choose the type of selection you require. These are defined in Settings and maintenance.
Visible for: Choose if the selection should be visible to everyone, private (only visible to the person defined as owner) or visible to everyone in the user group that the owner belongs to.
Add a description of the selection in the Description field, if relevant.
When you have finished defining the core data for the selection, click Save.
Copy a selection
Selecting the Copy the selection task provides a quick and easy way of making an exact copy of a selection.
When you click this button, a copy of the selection is created, with the text (copy) next to the selection name. In other words, if you copy the selection named My static selection, the copy will be named My static selection (copy).
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Go to the required selection and select the tab containing the records you want to work with.
Click and select Copy the selection. This creates a copy of the selection.
Give the new selection a new name.
Tips
If you try to create a selection with the same name as an existing selection, the Duplicates dialog opens. This works in the same way as for companies.
Click to add the selection to your favorites.
Click to the right of the column headers. Here you can group and filter records, and add/remove columns. These settings can be saved for the active selection by selecting Save columns for current selection only.
Check Completed to specify that the selection is inactive. If you want the selection to be active, leave this box unchecked.
With SAINT enabled (requires Sales-Premium or Service-Premium), you can use activity monitors as criteria for creating dynamic selections. This allows you to get an overview of companies, contacts, or projects that meet specific status criteria. SAINT criteria are located under Counters (SAINT) in the list of criteria on the Find screen.