Groups

Overview

Groups are containers for a homogeneous set of records that have something in common and are hence easily identifiable as a collection throughout Core. Records like projects, clients, employees, activities, prospects, opportunities, etc. can be assigned to groups. The Groups screen is a centralized module that allows you to take items or records from the main list and bundle them together. Since a single item can belong to multiple groups, the main screen allows you to pick a default group so that there is a permanent home or container under conflicting scenarios. Every category has a default group called All; this always includes all items or records of a specific type. Click to watch this video on creating and assigning groups in Core.

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Groups are often used in other screens to narrow down the drop-down lists for quick navigation. They can also be used for billing purposes. Say you want to bill your East Coast clients first or want to reimburse your VIP-level vendors first. Creating groups allows you to accomplish these tasks with minimal effort. Another common scenario can be a collection of clients that are based in a particular city, say New York. After creating a group, you can assign appropriate clients to it. Core allows you to run billing and other specialized reports filtered by groups.

Some of the common groupings include:

  • Leads

    In some situations, when there are a lot of leads, it becomes easier to manage them by compartmentalizing them into smaller groups. It also allows for customized reporting and filtering of data. It is up to you to decide what trait to consider for grouping purposes. A lead can technically belong to more than one group.

  • Prospects

    In some situations, when there are a lot of prospects, it becomes easier to manage them by compartmentalizing them into smaller groups. It also allows for customized reporting or filtering of data. It is up to you to decide what trait to consider for grouping purposes. A prospect can technically belong to more than one group.

  • Opportunities

    When setting up an opportunity, you can quickly add record to a group of other similar records such that when reviewing your past or current opportunities, you quickly find and report on similar records. It is up to you to decide what trait to consider for grouping purposes. An opportunity can technically belong to more than one group.

  • Projects

    industry, residential, commercial, not-for-profit, government, etc.

  • Employees

    hired date, department, title, annual reviews, skills, etc.

  • Vendors

    skills, location, ability to travel, etc.

  • Clients

    -Architects/Engineers: commercial, residential and government
    - Accounting Firms: 1040 Tax, 1120 Tax, write-up, consulting, litigation support
    - Law Firms: contracts, bankruptcy, divorces, real estate
    - Computer Consulting: networks, remote maintenance services, solutions

  • Activity Items

    tax services, rates, administrative, marketing, etc.

  • Expense Items

    overheads, tax, costs, reimbursable, administrative, etc.

Core groups are dynamic; when you add or remove items from a group, they dynamically update in the schedules, budgets, filters and other places where they are applied. For example, when you add a new activity or delete an expense from a group assigned to a fee schedule, Core updates the schedule accordingly. However, if you want to delete a group that is included in any fee schedule, budget, etc., it is better to make it inactive.

Field Descriptions

Basic Tasks

Create New Groups

Edit Groups

View Reports

Advanced Tasks

Show/Hide Columns in Grid

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Groups > Create Group >
Add new automatically This adds all newly created items to the group automatically.
Include all in new group This includes or assigns all existing items to the new group, regardless of their active or inactive status.

 

Create New Groups

To create a new group, watch this video or follow these steps:

    1. Open the Groups screen from the main menu > Productivity Tools > Groups.

groups_create_new1.png

    1. Click Create New on the top-right and select the desired option from the list, say Client Group.

    2. On the Create Client Group screen, enter the required information. Check Field Descriptions above for details.

      • Name

      • Description

      • Add new clients automatically
      • Include all clients in new group
    1. Click Save & Done or Save & Add Another. The screen switches to an edit mode.

    2. On the Edit Client Group screen, click Actions > Assign Client.

groups_create_new2.png

    1. On the Assign dialog, select all the items, say clients, you want to include in this new group.

    2. Click Assign. All group members appear in the grid list.

    3. Click Save.

Edit Groups

To edit a group:

    1. Open the Groups screen from the main menu > Productivity Tools > Groups.

groups_edit_details.png

    1. In the list view, click dropdown-caret.png on a row that you want to edit and select View Details.

    2. On the Edit Group screen, enter more details or make your changes.

    3. Click Save.

Note: You cannot delete the groups to which to-dos have been assigned.

View Reports

To view a report:

    1. Open the Groups screen from the main menu > Productivity Tools > Groups.

groups_view_reports.png

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Groups screen from the main menu > Productivity Tools > Groups.

groups_columns.png

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Active status.
    3. Next, click the column you want to sort, say Type.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the main menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Groups screen from the main menu > Productivity Tools > Groups.

groups_mark_favorite.png

    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the main menu under Favorites.

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