Distribution Contact Group
- Andrew Aylesbury
Introduction
This is part of the Internship Optional Module
From this menu you can create and manage your groups of contacts so that you have option to send group SMS, email etc. This is very important when your target recipients are large in numbers (more than 1) and have common characteristics for e.g. Student alumni, teacher from administration department, Students enrolled for private tuition etc.
Manage Contact Group
From here you can create groups and assign individuals to the group.
- Click CRM > Distribution Contact Group.
- Enter Group Name, Group Type and Distribution Mode .
Explanation of Labels
- Group Name: The name of the group.
- Group Type: there are two options for group type viz: General or Alumni. If any group has to be created and which is not related with Alumni then all those group will be created under General.
- Distribution Mode: means the method of communicating with the group for e.g. SMS, Email etc.
- Click
. - A group name will be created as shown e.g. Private Tuition Group
You can also edit the Group information by clicking 
icon however you can only modify Group Description and Distribution Mode.
Delete Group
To delete the group, follow the instructions below:
- Click CRM > Distribution Contact Group.
- Locate the group you want to delete
- Click
. - A pop up box will appear to confirm the deletion as shown below.
- Click
to confirm the deletion or 
to cancel the deletion.
Warning
When you delete a group then all the person contact list of this group will be automatically removed.
View/Manage Group Contacts
View/Manage Group Contacts will allow you to add and remove contacts to the group you have created in section 20.1 Manage Contact Group.
To understand this, follow the instructions below:
- Click CRM > Distribution Contact Group.
- Click
icon. You will go Manage Distribution List page as shown.
- Enter all the relevant information as below:
- Group Name: the group that you have created and you want to assign contacts to.
- Contact Type: the type of contact for e.g. agent, student, leads etc.
- You can further filter contacts by specifying filter criteria in Search By and Status fields .
- Click
to fetch the list of all Student names e.g. starting with 'Bi'.
- Select the Students that you want to assign to the group by ticking the check box and click
link individually or click 
- Assigned contacts will appear at the right hand side of the page as shown.
You can also remove the contacts assigned from the group by selecting the contacts and clicking 
.
- Now when you click CRM > Distribution Contact Group, you will see the contacts added to the Group.
Alternatively you can also manage group contacts by clicking 
icon and following steps above.
Communication
From this menu you can communicate (send SMS, email) with the groups.
To do this, follow the instructions below:
- Click CRM > Distribution Contact Group.
- Locate the group to communicate with
- Click
icon. - You will go to the Distribution Communication page as shown.
- Select Group Name, Distribution Mode (SMS, Email), Mail Template. As soon as you select the mail template (for e.g. Welcome Letter) the body of the mail is automatically filled with the template's content.
- You also have option to select any files as attachments.
- Selected the contacts by ticking the check box
- Click
. - You will see the message in green which will tell you whether your communication is successful or not.
Alternatively you can also communicate with the group by clicking 
icon and following the steps as above.
