How do I create a group?

Megan Robins · February 2017

Hi

thank you in advance...

I want to create groups on RE.

I would like to be able to create a committee and assign constituents to partiuclar group or committee.

how do i do this?

Ryan Hyde · February 2017

Well, there's nothing in RE called a "group," so in order to do this you'll have to be creative.

Here are some options I can think of (others might chime in with better ones):

1.) Create a organization constituent record for your committee and add relationships to everyone on the committee

Pros: You can manage the relationship types and recip types to indicate who is the committee chair, secretary, whatever (assuming there are defined roles, there might not be). You can also go to that org record, click on the Relationship tab and see everyone who is on the committee in one place.

Cons: Creating a constituent record for someone/something that is not actually a constituent is not really best practices, but we all bend the rules from time to time.

2.) Create an attribute for this committee and add it to everyone's record

Pros: You can utilize the Description and Comments fields to keep track of details about the person's role within the committee

Cons: There's no one place you can go to see everyone, unless you set up a query to look for anyone who has this attribute.

3.) Create a Constituent Code for the committee and add it to everyone's record

Pros: Easy to set up, and you have date-from / date-to fields if you want to keep historical record for who may have been on the committee in the past.

Cons: No way to define the role within the committee

Megan Robins · February 2017

Many thanks Ryan

Very helpful

Have a great day

Kind Regards

Meg Robins | Fundraising Development Officer

St John of God Foundation
T:

(08) 9381 0305 | M: 0406 818 810 | F:
| E:
Megan.Robins@sjog.org.au
www.sjog.org.au/foundation

To
support St John of God Foundation go to:

https://www.sjog.org.au/more/supporting-the-foundation/support-us/donate-now

POSTAL
ADDRESS:

PO
Box 8032, Subiaco East WA 6008

DELIVERY ADDRESS:

Level 2, SJOG HOUSE,

175 Cambridge Street

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IMPORTANT: This email and any attachments are
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confidential or privileged information. This information may not
necessarily be the view of St John of God Health Care Inc (SJGHC).
SJGHC does not warrant, represent or guarantee the accuracy or
completeness of the information. SJGHC does not accept liability
for any loss or damage in connection with the information. If you
are not the intended recipient then any use, reliance, interference
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Karen Stuhlfeier · February 2017

I use the Volunteer tab for this, but you may not have that module.

Patti Posey · February 2017

Megan Robins:

Hi

thank you in advance...

I want to create groups on RE.

I would like to be able to create a committee and assign constituents to partiuclar group or committee.

how do i do this?

Hi Megan:

Our foundation has several committee I need to track and query on. I created a category names SHF Committees. In the description I do a drop down and add the name or each committee. When I do my queries, exports, mailings all I have to do is select category and name of committee and get my members. I also create busines rules for each committee so when you open up their record, you know they are a committee member. I also do this for our board members and VIPs. It's good to know especially helpful to our MGOs to know who they are looking at without having to go through their record.

Hope this helps.

Patti Posey

Stamford Hospital Foundation

Joanne Felci 2 · February 2017

Hi Megan,

As usual, Ryan has great comprehensive advice

The way I handle this type of thing is via an attribute as I find that easier to query and export. You can also set up the attribute to be added multiple times on a record if a person is on many different committees

good luck!

Joanne

Megan Robins · February 2017

Thanks Joanne

Kind Regards

Meg Robins | Fundraising Development Officer

St John of God Foundation
T:

(08) 9381 0305 | M: 0406 818 810 | F:
| E:
Megan.Robins@sjog.org.au
www.sjog.org.au/foundation

To
support St John of God Foundation go to:

https://www.sjog.org.au/more/supporting-the-foundation/support-us/donate-now

POSTAL
ADDRESS:

PO
Box 8032, Subiaco East WA 6008

DELIVERY ADDRESS:

Level 2, SJOG HOUSE,

175 Cambridge Street

Subiaco WA 6008

IMPORTANT: This email and any attachments are
for the sole use of the intended recipient. They may contain
confidential or privileged information. This information may not
necessarily be the view of St John of God Health Care Inc (SJGHC).
SJGHC does not warrant, represent or guarantee the accuracy or
completeness of the information. SJGHC does not accept liability
for any loss or damage in connection with the information. If you
are not the intended recipient then any use, reliance, interference
with, disclosure, distribution or copying of this information by
you is unauthorised and prohibited. If you have received this email
in error then please notify the sender by return email and delete
all copies. SJGHC does not waive any privilege.

Megan Robins · February 2017

Thanks Patti

Kind Regards

Meg Robins | Fundraising Development Officer

St John of God Foundation
T:

(08) 9381 0305 | M: 0406 818 810 | F:
| E:
Megan.Robins@sjog.org.au
www.sjog.org.au/foundation

To
support St John of God Foundation go to:

https://www.sjog.org.au/more/supporting-the-foundation/support-us/donate-now

POSTAL
ADDRESS:

PO
Box 8032, Subiaco East WA 6008

DELIVERY ADDRESS:

Level 2, SJOG HOUSE,

175 Cambridge Street

Subiaco WA 6008

IMPORTANT: This email and any attachments are
for the sole use of the intended recipient. They may contain
confidential or privileged information. This information may not
necessarily be the view of St John of God Health Care Inc (SJGHC).
SJGHC does not warrant, represent or guarantee the accuracy or
completeness of the information. SJGHC does not accept liability
for any loss or damage in connection with the information. If you
are not the intended recipient then any use, reliance, interference
with, disclosure, distribution or copying of this information by
you is unauthorised and prohibited. If you have received this email
in error then please notify the sender by return email and delete
all copies. SJGHC does not waive any privilege.

Barbara Dianda · February 2017

Ryan Hyde:

Well, there's nothing in RE called a "group," so in order to do this you'll have to be creative.

Here are some options I can think of (others might chime in with better ones):

1.) Create a organization constituent record for your committee and add relationships to everyone on the committee

Pros: You can manage the relationship types and recip types to indicate who is the committee chair, secretary, whatever (assuming there are defined roles, there might not be). You can also go to that org record, click on the Relationship tab and see everyone who is on the committee in one place.

Cons: Creating a constituent record for someone/something that is not actually a constituent is not really best practices, but we all bend the rules from time to time.

2.) Create an attribute for this committee and add it to everyone's record

Pros: You can utilize the Description and Comments fields to keep track of details about the person's role within the committee

Cons: There's no one place you can go to see everyone, unless you set up a query to look for anyone who has this attribute.

3.) Create a Constituent Code for the committee and add it to everyone's record

Pros: Easy to set up, and you have date-from / date-to fields if you want to keep historical record for who may have been on the committee in the past.

Cons: No way to define the role within the committee

Hi! I am going to create an attribute for board sub-committees and utilize the description and comment fields like you suggested in item 2 above. do you have suggestions on what would be the easiest way, and in which field, I would include the dates that they serve on these committees?

This is my first time reaching out to the community too! I'm excited! I'm not event sure if I typed my question in the right area! Yep, it's Monday!

Ryan Hyde · February 2017

Glad folks are finding these suggestions useful!

So if you're looking to record a start date AND an end date within an attribute, you're obviously going to have to contend with the fact that there's only one date field. While I don't use attributes for this specific reason, I do have one attribute that requries date-in and date-out (it's a solicitation type attribute, and I want to be able to measure how long a person was solicited in a particular fashion).

To accomplish this, I actually use two different attributes: Solicitation-Tpe IN; Solicitation-Type OUT. To use this method you would need to create two attributes for each subcommittee type you're tracking.

In the IN attribute, I would use description to indicate the job role within committee (assuming this applies to you), and I would use the comments field for a very short note about the person. You don't have to add notes to each person if you don't want, but I would reserve it for something very important when applicable.

Then when a person leaves the subcommittee, you can add the OUT attribute with a date and maybe the description can be an array of reasons or something.

Barbara Dianda · February 2017

Ryan Hyde:

Glad folks are finding these suggestions useful!

So if you're looking to record a start date AND an end date within an attribute, you're obviously going to have to contend with the fact that there's only one date field. While I don't use attributes for this specific reason, I do have one attribute that requries date-in and date-out (it's a solicitation type attribute, and I want to be able to measure how long a person was solicited in a particular fashion).

To accomplish this, I actually use two different attributes: Solicitation-Tpe IN; Solicitation-Type OUT. To use this method you would need to create two attributes for each subcommittee type you're tracking.

In the IN attribute, I would use description to indicate the job role within committee (assuming this applies to you), and I would use the comments field for a very short note about the person. You don't have to add notes to each person if you don't want, but I would reserve it for something very important when applicable.

Then when a person leaves the subcommittee, you can add the OUT attribute with a date and maybe the description can be an array of reasons or something.

Thank you!!!!!!!

Susan Chomsky · February 2017

Ryan Hyde:

Glad folks are finding these suggestions useful!

So if you're looking to record a start date AND an end date within an attribute, you're obviously going to have to contend with the fact that there's only one date field. While I don't use attributes for this specific reason, I do have one attribute that requries date-in and date-out (it's a solicitation type attribute, and I want to be able to measure how long a person was solicited in a particular fashion).

To accomplish this, I actually use two different attributes: Solicitation-Tpe IN; Solicitation-Type OUT. To use this method you would need to create two attributes for each subcommittee type you're tracking.

In the IN attribute, I would use description to indicate the job role within committee (assuming this applies to you), and I would use the comments field for a very short note about the person. You don't have to add notes to each person if you don't want, but I would reserve it for something very important when applicable.

Then when a person leaves the subcommittee, you can add the OUT attribute with a date and maybe the description can be an array of reasons or something.

Good answer Ryan,

I track board positions and committees as attributes and enter the begining and end dates in the comments field. The advantage is that you can query on the comments.

~ Susan Chomsky

Christine Cooke 2 · February 2017

Megan Robins:

Hi

thank you in advance...

I want to create groups on RE.

I would like to be able to create a committee and assign constituents to partiuclar group or committee.

how do i do this?

There is no thing called Groups in RE. I find the the best place for Committee and the like is to set up an Constit Attribute for Volunteer Service or Committees as the Category and then use the Description to add the Name of the Committee. I then use the Comments to enter the fiscal year in which they were on that committee and the title if they held a certain position, like Chair. So it would look like:

Category Description Comments

Committees ABC Committee 2016-2017

How do I create a group?

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