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Make Group with Search/Select & Existing Groups

Training -- Instructions -- Hints & Explanations


This is the Make Group with Search/Select screen.

** Note: First, please read the [Help ?] button narrative for this screen. It is located near the top right side of the screen. That "help text" explains a general overview of how the screen works. The following are instructions specific to using the "Use Groups" feature of this screen.

"Overview:

With the "Use Groups" pull-down list, you can choose an existing group to use in creating a new group or in adding to an existing group.

** Note: On the previous screen, you can use the "Radio" buttons to select either the Regular Groups, Family Groups, or Care Groups. Whichever of those groups is active when you come to this screen is what you will see when you click the pull-down selection list. You cannot change the group selection from this screen.

For example, if you need to change from Regular Groups to Family Groups, you will have to go back to the previous screen and use the "Radio" buttons to make the change.

Why is this "Make Group" feature be useful?

Because… you can create and build a temporary group that is comprised of people from several other groups; or you can easily create a temporary group that is just a subset of an existing group. Here are some examples:

Scenario 1:
You want to print mailing labels to send a letter or postcard to the members of all your church committees. You can print labels one committee (group) at a time, and create the labels with several printings. However, they will not be sorted by ZIP Code for postage cost breaks, because each set of labels will have been printed separately.

The solution is to create a "temporary group" by selecting one committee with the "Use Groups" feature on this screen, then add to it by selecting each of the other committees one at a time with the "Use Groups" feature. When you are finished, you will have a temporary group of "all" committee members—and you can create mailing labels for the temporary group. Since it is a single group, you can create the labels in one printing -- and the labels will be sorted in ZIP Code sequence for you.

You can delete the temporary group when you are finished with it.

Scenario 1:
You want to print mailing labels to send a letter or postcard to members of one of your ministry groups -- but just to the women in the group. If you print labels for the entire group, those addressed to the men will be wasted.

The solution is to create a "temporary group" by selecting the ministry group with the "Use Groups" feature. After selecting the ministry group with this Search/Select screen parameter, you can also select the Gender = Female parameter (if you have this Custom Data Field). That will create the second, temporary group, with just the female members of the original ministry group. Use the temporary group to create and print the mailing labels.

You can delete the temporary group when you are finished with it.

In this last scenario, if you do not have a "Gender" Custom Data Field in use at your church… After creating the temporary group with all of the original ministry group's members, you can delete the men from the temporary group using the [View/Delete Members] hyperlink on the CONTROL PANEL of the Groups & Attendance screen.

** Note: The above scenarios are for creating temporary groups to print mailing labels, but you may need temporary groups for other purposes such as emailing or texting. The concept of creating temporary groups may have several applications.

"CAA Product Help" from CAA Ministries at Support@CAAsoftware.com or 404-551-4230