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Person Picker

Owned by P Sawkins (Unlicensed)
Last updated: 04, Mar, 2015
7 min read

Overview

Use the Person Picker form to generate lists of people using different criteria. 

  1. The idea is that you can filter using information you know about the person to either add to or remove to a preview list
  2. You can then add them (or remove them) on a master list - or add (or remove) the entire preview list to a master list
  3. A master list is made up by multiple additions and subtractions

How to use the filtering 

  • Use the "Person Owners" field to select the owners involved
    • When you collect names for other companies then by privacy laws the person has only registered their information to be used by the company they registered for
    • Each person may have multiple owners (if they have registered multiple times for different organisations their information may have been merged)
    • If you do not collect names on behalf of other companies this does not apply
  • Use the Query fields on the General tab to select the filters of interest
  • Add filters from the subtabs - Profiles, Relationships, Events if relevant
  • '''Preview Button''' When ready to view the results of a query
    • Query will populate on bottom of screen. 
  • '''Add these to the list''' to add the names to the Master List Tab
  • '''Remove from List''' to remove the names to the Master List Tab
  • In the Preview list or the Master List
    • Can rightclick any record in the preview to Add or Remove from the Master List individually or go to merge or details
    • Can Multiselect in the Preview to Add or Remove from Master List or stack records in Person screen for quick review or editing
  • Once you have the Master List you want you can add this to the clipboard and use it in
  • Once you have generated a Master List you can Send Emails directly to it or you can export the list to another application.

General tab

Use this tab to enter information to filter the people to be included in the Preview List. Once you have people in the Preview List you can add or remove these people to or from the Master List.

  • First name
  • Last name
  • Company
  • Positition / Role
  • Department
  • part of email address
  • Notes
  • Postcode or suburb (or child locations) 
  • Query Ownership
    • Note "Ownership" only applies if you collect names on behalf of other organisations and need to ensure you only find persons who have contacted you about the owning organisation.  An example is if you advertise on behalf of another organisation and a person registers with you - their information is not available to other organisations by privacy rules.
    • Add owners if filtering to particular owners
    • Use Person Owners Tab to do complex ownership queries
  • Enter more filter information in the other subtabs 
Profile Tab subtab

Used to filter when Simple Profile Type has been defined that is linked to persons in the system.  An example may be if you create profile "Interested in Newsletter" or "Do not contact" to add or remove persons from the list.  You can search for multiple profiles at a time.

  • Select the profile
    • Determing the value required for the profile in order to return persons (or no value)
    • Enter change date if looking for dates person have changed to a new profile value 
Relationship Subtab

 Used to find persons who have a /wiki/spaces/SI/pages/33055010 relationship with organisations in your system.  For example to find all persons who can login to your webstore or to find all employees in your system.

  • Choose the relation type you would like to find (or negate)
  • Choose the parent organisation they have the relationship to.
Events Subtab

Used to find persons who have attended an event, or any event held by a client if you are using Specialist Event Management Module

Person Owners Tab

Use this tab to enter the Owners Selection requirements. Simple requirements can be entered by double clicking or right clicking on Owners in the Possible Owners list. More complicated requirements can be typed directly in the Selected Owners text box. h4.Simple Owners Selection requirements
When the Selected Owners box is empty then right clicking on an Owner in the Possible Owners list will display 2 options:

  1. Add Owner - Add the owners search code to the Selected Owners box. This will exclude any people who do not have this owner. This is the default that will be done if an owner is double clicked.
  2. Not Owner - Add the owners search code to the Selected Owners box, preceeded by NOT. This will exclude any people who have this owner. When the Selected Owners box is not empty then right clicking on an Owner in the Possible Owners list will display 3 options:
  3. And Owner - Add the owners search code to the Selected Owners box, preceeded by AND. This will exclude people unless they have this owner as well as the owner before the AND.
  4. And Not Owner - Add the owners search code to the Selected Owners box, preceeded by AND NOT. This will exclude people if they do not have this owner, in addition to the filtering specified by the owner or not owner before the AND.
  5. Or Owner - Add the owners search code to the Selected Owners box, preceeded by OR. This will include people if they have this owner, regardless of any filtering before the OR. This is the default that will be done if an owner is double clicked. h4.=Removing Owners and connections from the selection box=
    To remove Owners and connections from the selection box you can highlight the text and delete it or place the cursor in the text box and use Back Space or Delete. The Clear button at the bottom left of the form will not only clear the Owners Selection but also the other filter fields entered on the General tab.
More complicated Owners Selection requirements
  • If you are entering more than 2 owners with more than 1 type of selection then you will probably need to use parentheses ( ) to ensure that the selection works as you want it to.
    • You can enter the selection by using the right click options in the Possible Owners list and then add parentheses after if you like.
    • Use parentheses to group requirements together, e.g. (A AND B) OR C will list all people with owners A plus B as well as listing all people with owner C. A AND (B OR C) will list only people with owner A plus either owner B or C. (A AND B) AND NOT (C OR D) will list people with both A and B but neither C nor D.
  • Validate Selection button
    • Clicking this button will validate the entered Owners Selection. If an error is found the location and nature of the error will be described. If the selection is valid then you will be switched back to the General tab.
  • Selection Rules
    • ;( left parenthesis :Must be matched by a right parenthesis later in the selection
      • Cannot follow immediately after an owner search code
    • right parenthesis
      • Must be matched by a left parenthesis earlier in the selection
      • Can only follow immediately after an owner search code
    • NOT - Cannot follow immediately after an owner search code or another NOT
    • AND - Can only follow immediately after an owner search code or a right parenthesis
    • OR - Can only follow immediately after an owner search code or a right parenthesis
    • Owner search code - Must be a search code from the Possible Owners list
      • Cannot follow immediately after a right parenthesis or another owner search code

Master List Tab

You can see the overall Master list you have built up by adding and removing persons using the previous Tab. Once in the Master list you can then use the list for actions:

  • Clear to start again
  • Refresh to re-run the overall query for this master list
  • Copy (to clipboard)
    • The clipboard can be used to transfer a list of names into:
    • You can also paste from the clipboard into the master list if you have copied a list to clipboard from one of these areas
  • Send Emails to everyone on the Master List
    • '''System->Show email form''' to create the email that will be sent
  • Export All the names in the Master list - will export to Excel
  • Select more than one name and then rightclick to remove from list or put records into a stack in the Person Screen for fast updating of information
    • Select a group by selecting at the top or bottom of the group, holding down the shift key, selecting the bottom of the group.
    • Select individual names by using CNTR-Click and building up a group of names selected

Data Cleanup Tab

Used to find data in the system that may be duplicates when you may have multiple organisations in the system that really are only one organisation.  Particularly useful if persons or organisations are self registering and may be creating duplicates. 

  1. Filter to find muliple organisations
  2. Select companies that are considered duplicates and add to sublist
  3. Enter preferred final company name
  4. Merge companies
    1. Will merge the companies and all persons will then related to the final company. 

Previous Mailings Tab

Can see her all the mailings that have been sent using the Master List.

  • Select Date Range for Search
  • Rightclick refresh to see list of mailings
    • Mailing Name
    • From Email Address
    • Date of Mailing
    • Count of persons Mailed
  • Select any mailing that was sent and the list of recipients will populate into RHS frame
    • Name
    • Email
Bulk Update Tab

 Used to mass update information - for example if a large organisation changes names and you have a hundred contacts at that organisation you may want to update

First create a master list of all the records you wish to change, then change one or multiple of the following:

  • company name
  • address
  • postcode
  • Location
  • Position name (CFO, IT Manager)
  • Department Name
  • Telephone Number
  • Owner (remove or add)
  • Profile
  • Active or make inactive

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