How to Assign Contacts to Teams

Assigning a contact to a team helps maintain efficient workflows and keeps your database organized. There are four methods to assign contacts to a team in VanillaSoft.

Note: Ensure the team exists in the project before performing these steps. For guidance on creating a team, refer to the How To Add a Team article.

During the Import Process

You can assign contacts to a specific team while importing them from a spreadsheet. If you need different contacts from the same spreadsheet assigned to various teams, separate the spreadsheet and perform multiple imports or use other methods.

Steps to Assign Contacts During Import:

  1. Log in as an Admin: From the Admin homepage, select the desired project.

  2. Access Import Contacts: Open the Contacts & Reports menu and select the Import Contacts section.

  3. Choose File: Select Choose File and browse to your CSV spreadsheet. Click Open.

  4. Select Import Mapping: Open the Import Mapping drop-down and select the desired saved mapping (optional).

  5. Select Import Method: Choose the desired method from the Import Method drop-down:

    • Add Contacts: Adds all contacts, including duplicates.
    • Add Contacts / Skip Duplicates: Adds new contacts and skips duplicates.
    • Add / Update Contacts: Adds new contacts and updates duplicates.

  6. Enable Default Value: Check the Enable Default Value checkbox.

  7. Assign Team: Open the Contact Team drop-down in the Default Value column and select the desired team name.

  8. Map Fields: Map the remaining fields from your spreadsheet to the corresponding VanillaSoft fields.

  9. Start Import: Once mapping is complete, click Start Import.

Using a Result Code

You can configure a Result Code to automatically assign a contact to a team when the Result Code is selected. For detailed instructions on creating Result Codes, refer to the Creating Result Codes in VanillaSoft: A Step-by-Step Guide article.

Steps to Configure Result Code:

  1. Log in as an Admin: From the Admin homepage, select the desired project.

  2. Access Result Codes: Open the Workflow/Routing menu, then the Result Codes sub-menu, and select the Result Codes section.

  3. Set User Assignment: Open the User Assignment drop-down and select either Specified Team or Both User & Team.

  4. Assign Team: Open the Assign To Team drop-down and select the desired team.

  5. Save Changes: Click Save to apply the configuration.

After Import - Batch Update

If contacts are already imported, you can assign them to a specific team through a Contact Management Query. For detailed instructions on updating contacts through a query, refer to the Update Contacts Using a Contact Management Query article. 

Steps to Build a Query and Update Contacts

  1. Log in as an Admin: From the Admin homepage, select the desired project.

  2. Access Contact Management: Open the Contacts & Reports menu and select the Contact Management section.

  3. Build a New Query: Click Build a New Query.
    • Or select an existing query to edit.

  4. Select Team Field: Choose the Team field from the Select Fields list and click the right-arrow.

  5. Set Filters: Set the filter and value for each field to show the specific list of contacts to update.

  6. Run Query: Click Run Query.

  7. Perform Task: Click Perform Task.

  8. Update Contacts: Select Update Contacts from the Actions to perform on Query window.

  9. Assign Team: Check the Team checkbox and select the desired team from the Enter Value drop-down.

  10. Save Changes: Click Update and confirm by clicking OK.

Note: Updates cannot be undone.

Manually - One Contact at a Time

You can manually assign contacts to a team one at a time from the Admin side. For detailed instructions on updating contacts one at a time, refer to the Updating an Existing Contact's Information article.

Steps to Edit Team Manually:

  1. Log in as an Admin: From the Admin homepage, select the desired project.

  2. Access Search Contacts: Open the Contacts & Reports menu and select the Search Contacts section.

  3. Search Contacts: Enter the search criteria in the applicable fields and click Search.

  4. Select Contact: From the list of results, click the contact icon.

  5. Assign Team: On the far right, open the Team drop-down and select the desired team.

  6. Save Changes: Click Save.

By following these steps, you can efficiently assign contacts to teams in VanillaSoft. For more detailed guidance, refer to the relevant VanillaSoft support resources.

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