Assign Contacts to a Team

Assigning a Contact to a Team is a great way to keep the workflow as efficient as possible and keep your database organized. There are 4 different ways to assign a Contact to a Team. 

Note: To do any of these steps, the Team has to exist in the project first. For steps on how to create a team, view our How To Add a Team article.

Jump to a specific area of this article by selecting one of the sections here:

 

During the Import Process

While you're importing Contacts from a spreadsheet, you have the option to assign the Contacts to a specific Team. If you use this, all of the Contacts imported from this spreadsheet will be assigned to that one specific Team. If you want to have some Contacts assigned to one Team, and other Contacts assigned to another Team (from the same spreadsheet), you can not use this option. You will either need to separate your spreadsheet and start the import over again or use one of the other processes listed in this article. For more information on how to import Contacts, take a look at our How to Import Contacts article 

 

To Assign All Contacts to a Team During Import

  1. Log in to VanillaSoft as an Admin.
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  2. Select the desired Project.
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  3. Open the Contacts & Reports menu and select the Import Contacts section.
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  4. Select Choose File and browse to your CSV spreadsheet.
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  5. Once found, select the file and click Open.
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  6. Open the Import Mapping drop-down and select the desired saved mapping.
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    • This step is optional. If you do not have any saved mapping, you can skip this step.
  7. Open the Import Method drop-down and select the desired method.
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    • Add Contacts - This option will add all Contacts from your spreadsheet into VanillaSoft regardless if there are any duplicates or not.
    • Add Contacts / Skip Duplicates - This option will add any new Contacts but will skip duplicates based on the desired field.
    • Add / Update Contacts - This option will add any new Contacts and update any duplicates based on the desired field.
  8. Once your selections have been made, click Next.
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  9. Check the Enable Default Value checkbox near the top of the page.
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  10. Open the Contact Team drop-down in the Default Value column and select the desired Team name.
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  11. Map all remaining fields as desired from your spreadsheet to the corresponding VanillaSoft field.
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  12. Once your mapping is complete, select Start Import.
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From a Result Code

If you have Admin access, you have the ability to configure a Result Code to assign the Contact to a Team once selected. For more information on Result Codes, watch our Feature Focus on Result Codes video. Once the Result Code is configured, when a Caller selects the Result Code, the Contact will be automatically assigned to the configured Team.

 

Configure Result Code to Assign Team

  1. Log in to VanillaSoft as an Admin.
    Log_In_to_VanillaSoft.jpg
  2. Select the desired Project.
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  3. Open the Workflow/Routing menu, then the Result Codes sub-menu, and select the Result Codes section.
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  4. Open the User Assignment drop-down and select either Specified Team or Both User & Team.
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  5. Open the Assign To Team drop-down and select the desired Team.
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  6. Once done, click Save.
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After Import - Batch Update

If you have already imported the Contacts but would like to assign some to a specific Team, the easiest way to do this would be through a Contact Management Query. To do this, you will need to have Admin access. More information on Query building can be found in our Update Contacts Using a Contact Management Query article. 

 

Build a Query

  1. Log in to VanillaSoft as an Admin.
    Log_In_to_VanillaSoft.jpg
  2. Select the desired Project.
    Select_Project.jpg
  3. Open the Contacts & Reports menu and select the Contact Management section.
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  4. If you want to build your Query from scratch, click Build a New Query.
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    • If you have a saved Query, click Select This Query, then Edit This Query from the saved Query's menu to use a pre-build Query.
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  5. Select Team from the Select Fields list and click the right-arrow.
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  6. Add any other fields that would determine which Contacts you want to update.
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  7. Set the Filter and Value for each desired field as needed to show the specific list of Contacts to be updated.
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  8. Once each Field has the Filters and Value set as desired, click Run Query.
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  9. Click the Perform Task button.
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  10. Select Update Contacts from the Actions to perform on Query window.
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  11. Check the Team checkbox.
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  12. Open the drop-down menu in the Enter Value column and select the desired Team.
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  13. Once done, click Update. 
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  14. To proceed with the update, click OK.
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Note: Updates can not be undone. Once you have updated the Contacts, the changes can not be reversed. 

 

One Contact at a Time

Modifying the Team Contact-by-Contact can only be done from the Admin side. When you are on the Caller side, you only have the ability to set the Team for a Contact that you are adding to the database. Once the Contact is added, the Team can not be edited by a Caller. 

 

Edit Team Manually

  1. Log in to VanillaSoft as an Admin.
    Log_In_to_VanillaSoft.jpg
  2. Select the desired Project.
    Select_Project.jpg
  3. Open the Contacts & Reports menu and select the Search Contacts section.
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  4. Enter the search criteria in the applicable fields.
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  5. Once you have entered the search criteria, click Search.
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  6. From the list of results, click the Contact Icon.
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  7. On the far-right, open the Team drop-down and select the desired Team.
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  8. Once done, click Save.
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