Working with Lists

Lists Overview

Lists are groups of records that share common characteristics. ClearVantage lets you easily create lists to find the record or group of records you need.

Information contained in ClearVantage is almost always accessed first through a list. A List is a group of records. For example, you may wish to work with a list of individuals who live in a specific state or zip code or an Organization List of organizations that joined as members after a certain date. A List may also contain a single record, such as a specific individual. Lists are usually created by searching all records with a certain criterion.

Once a List is created, you can perform many actions to the entire List, several records from the List or a single record. For example, from an Individual List you can access Individual Notebooks, add individuals to a committee, export the Individual List, or create Action Items.

You can create a List in ClearVantage Pro with the Quick Find Search Tool or by creating a query. You can save the search terms used to create the List and have a List that is always updated with the newest information.

Creating Lists by Searching

Note

All Quick List searches use AND between the criteria. For example, if you type Smith as the last name and VA as the state, ClearVantage will create a list of individuals who are named Smith AND who live in Virginia. Only one field is required, however, the more criteria you specify, the narrower your search.

Quick Find

Quick find is an easy way to locate either a specific record (such as an individual or organization) or a group of records. The Quick Find tool allows users to search a single search criterion or multiple criteria simultaneously.

1. From the "Membership" main menu dropdown either select "Individuals" or "Organizations" depending on what you are searching for.

2. Click on the Quick Find icon from either an organization or individual list.

   

3. Enter the criteria by which you would like to search in the Quick Find search window.

   

4. Click the Search button. The Quick Find tool closes and your list populates.

5. Whenever you are running a new search from the Quick Find tool make sure you select the Reset button to reset your search.

Individual Search For

At the top of the individual list screen, there is a Search For and Search By fields. Use these to search by one criterion such as Last Name or Organization.

1. From the "Membership" main menu dropdown select "Individuals" to open the individual search window.

   

2. Type the word or code you are looking for in the Search For field.

3. Select the appropriate search field from the Search By dropdown:

   1. Name Find: Searches the last name and first initial of the record.

   2. Last Name: Searches the last name of the record.

   3. First Name: Searches the first name of the record.

   4. Email: Searches the primary email address of the record.

   5. Member ID: Searches the Individual ID of the record.

   6. Organization: Searches the “Organization” field in the individual record.

4. Click Go and your list will open.

Example

To search for Ann Smith using NAMEFIND you can enter: smitha

Organization Search For

At the top of the organization list screen, there is a Search For and Search By fields. Use these to search by one criterion such as Organization or Org ID.

1. From the Membership Main Menu Dropdown select Organization to open the organization search window.

   

2. Type the word or code you are looking for in the Search For field.

3. Select the appropriate search field from the Search By dropdown:

   1. Org Name: Searches the full Organization Name of the record.

   2. Org ID: Searches the Organization ID field in the organization record.

4. Click Go and your list opens.

Tips for Searching

• Always try searching by different fields (i.e., zip code, email, etc.) if you cannot find the customer you are looking for.

• The percent sign (%) can be used as a wildcard in quick lists. For example, typing WER% finds records for WERE or WERHEIM. In the query.

• Lists can be sorted by any of the fields displaying in list results by selecting the arrow on the right side of the field.

• Fields can be added/removed from search results by selecting the arrow on the right side of a field. Hover over Columns to remove or select fields from showing in the list. Users can also drag fields in search results to rearrange them.

Activities Panel

The Activities Panel is located on the right side of the list results and provides a list of activities that can be performed on each record or the whole list. These activities vary depending on the category in which you are working. Please review the training materials for the specific category for more information.

Activities – Individual List

1. *Work With.: Select an individual to “Work With”. Once you are working with an individual you can purchase products for them, register them for events, accept their donations, etc.

   

2. Login As User: Login to individual’s member portal. This button needs to be configured for your organization.

   

3. Register: Register the selected individual from the list for an event.

   

4. Purchase: Purchase a product for the selected individual.

   

5. Action: Create action item for the selected individual.

   

6. Meet: Schedule a meeting with the selected individual.

   

7. Email: Send an email to the selected individual.

   

8. Bucket: Add selected individual or the entire individual list to the Activity Bucket.

   

9. Send Email Blast: Send a mass email to all individuals included in the current list.

   

10. Add Individual: Add a new individual to your ClearVantage database.

    

11. Add Contact: Add a quick contact to your ClearVantage database.

    

12. Merge Duplicates: Merge duplicate individuals. For more information on merging duplicate records, go to the ClearVantage Administration User Guide.

    

13. Export: Export the current list of individuals to an excel file.

    

14. Reports: Access reports that populate with information from the current list.

    

Activities – Organization List

1. Work With: Select an organization to “Work With”. Once you are working with an organization you can purchase products for them, register them for events, accept their donations, etc.

   

2. Purchase: Purchase a product for the selected organization.

   

3. Action: Create action item for the selected organization.

   

4. Meet: Schedule a meeting with the selected organization.

   

5. Email: Email the organization’s primary contact.

   

6. Add Organization: Add a new organization to your ClearVantage database.

   

7. Send Email Blast: Send a mass email to all the primary contacts associated to the list of organizations.

   

8. Ind List: Single Org: Click into an organization row to highlight it grey and select this button to open a list of individuals attached to the organization.

   

9. Ind List: Listed Orgs: Open a list of individuals attached to all organizations from the list.

   

10. Merge Duplicates: Merge duplicate organizations. For more information on merging duplicate records, go to the ClearVantage Administration User Guide.

    

11. Export: Export the current list of organizations to an excel file.

    

12. Reports: Access reports that populate with information from the current list.

    

Working with the List Editor

All primary lists utilize the list editor interface for list configuration. The list editor allows users to rename, resize, reorder, hide, or lock list columns. Additionally, list activity buttons can also be renamed, reordered, and hidden. Users may elect to save their list configurations just for their own user account, or if they are a role administrator, they may save them for their entire user role.

Note

Role administrators can configure lists for other user roles. Go to the Customizing Layouts user guide for more information.

Ordering Columns in a List

To change the order of columns:

1. Open a list of records. The order of the fields for that type of list are the same regardless of the specific records on the list.

2. Click on the gear icon at the top right-hand corner of the list to open the list editor.

   

3. Under Active Columns, drag and drop the column header in the desired position that you want it to appear in the list. For example, if you want Street Address to appear in the beginning of the list, drag and drop the Street Address field to the top of the list.

   

4. Once you have the columns in the desired order, click the Save Button at the bottom right-hand corner. Click Save Configuration to your user. If you are a role administrator, you have another option to save to your current user role.

   

Relabel and Resize Columns

To Relabel and Resize Columns:

1. Open a list of records.

2. Click on the gear icon at the top right-hand corner of the list to open the list editor.

   

3. Click on the down arrow to the right of the column header you would like to rename and/or resize.

   

4. You can change the title of the column header in the title field, and you can change the width of the column in the width field. Select Update Column to save changes.

   

5. Once you have updated the desired columns, click the Save Button at the bottom right-hand corner. Click Save Configuration to your user. If you are a role administrator, you have another option to save to your current user role.

   

Adding and Removing Columns from a List

In ClearVantage Online, you can decide which columns you want to expose in an individual or organization list.

1. Open a list of records.

2. Click on the gear icon at the top right-hand corner of the list to open the list editor.

   

3. If you want to remove a column from appearing in a list, drag the column from the Active Columns section to the Hidden Columns section.

   

4. If you want to add a column to a list, drag the column from the Hidden Columns section to the Active Columns section.

5. Once you have updated the list, click the Save Button at the bottom right-hand corner. Click Save Configuration to your user. If you are a role administrator, you have another option to save to your current user role.

   

Relabel, Reorder and Hide List Activity Buttons

In ClearVantage Online, you can decide which Activity Buttons you want to expose under the Activity Panel in an individual or organization list.

To update Activity Buttons:

1. Open a list of records.

2. Click on the gear icon at the top right-hand corner of the list to open the list editor.

   

3. Find the Activity Buttons section in the list editor.

   

4. To relabel the Activity Button, click on the arrow next to the button you wish to relabel. Enter a new title and click Update Activity Button.

   

5. To remove an Activity Button from the Activity Panel, drag the button from the Active Activity Buttons section to the Hidden Activity Buttons section.

   

6. If you want to add an Activity Button, drag the button from the Hidden Activity Buttons section to the Active Activity Buttons section.

7. Once you have updated the Activity buttons, click the Save Button at the bottom right-hand corner. Click Save Configuration to your user. If you are a role administrator, you will have another option to save to your current user role.

Saving and Exporting Lists

Save Predefined Lists

After creating a List, you can save it. This allows you to locate and open the List without having to reenter the search criteria. Lists are dynamic; the search criteria is the same but the results may differ if the records have changed since you last ran the Predefined List.

To save a list:

1. Click on Save List in the same row as the search bar.

   

2. A window pops up. In the bar under “Enter a name for the list,” enter the name of your new list.

   

3. Check the box next to “Subscribe all users to this list” if you would like everyone else to be able to see the list as well. If you do not check the box, the list is only visible to you.

4. After naming your list, click OK.

5. To access the list you saved, click the downward arrow in the right of the box labeled Saved Lists, next to the Save List button, and select your saved list in the drop-down menu. You can also type the name of the saved list into the Saved Lists bar and select it when it pops up underneath in the drop-down menu.

   

Exporting Lists

You can quickly and easily export an organization or individual list to an excel document.

To export a list:

1. Create an Individual or Organization List.

2. Click Export Under the Activity Panel on the right of list.

   

3. Select the fields you wish to export. By default, all fields in the table will be checked to be exported. To select a subset of fields to be exported, use one of the following methods:

   

4. Uncheck the fields that you do not want to export by clicking on the check mark to the left of the field name.

5. Click on the Select None button and you can then check the fields you want to export.

6. To include "More UDF" profile fields in the export data when exporting from the individual, organization, or event list:

   1. Click "Show More UDF Fields" on the lower left of the export interface to view available fields and add them to your export.

   

7. Click the Export button on the bottom right corner of the export screen. You must specify the location where you want to save the export file and click Save.

8. Navigate to the folder where you want to save the export file and enter the file name.

9. Press the Save button to return to the Export screen.

10. Find and open the Export file. The list will open in Excel and you can manipulate the columns as you see fit.