Advanced: Split a Workgroup into Sub-Groups
Overview
Sometimes you need to divide a large workgroup into smaller, manageable sub-groups. This advanced feature is particularly useful for splitting leads among team members, organizing contacts for phone campaigns, or creating bite-sized groups for visits or follow-ups. The sub-group feature uses precise search criteria to create evenly distributed segments from your existing workgroup.
Key Benefits:
- Distribute large contact lists evenly among team members
- Create manageable groups for targeted campaigns
- Organize contacts for systematic follow-up activities
- Maintain consistent group sizes for fair workload distribution
Important Note: This is a technical process designed for advanced users. Sub-groups are created using the contact's unique ID for sorting, so the oldest contacts added to your system will appear in the first group, with newer contacts appearing last.
Step-by-Step Instructions
1. Navigate to Contact List
Go to Contacts, then select Contact List.
2. Access Advanced Search
Click the Advanced Tab and enter your initial search criteria. For this example, we'll search for all prospects by selecting "Future Client" from the contact status options.
3. Add Sub-Group Filter
Click Add Another Filter to add the sub-group criteria that will divide your contacts into smaller segments.
4. Select Limit # of Contacts Filter
Choose Limit # of Contacts from the filter options menu.
5. Configure Number Range
Select # of Matching Contacts option to set up your sub-group parameters.
6. Set Group Size
In the text field, enter the number of contacts you want in each sub-group. For this example, we'll create groups of 10 contacts each.
7. Execute First Sub-Group Search
Click Search to generate your first sub-group. This will show contacts 1-10 from your filtered results.
8. Create Additional Sub-Groups
To create subsequent sub-groups, modify the number field using the format "limit,skip". For example:
- Second group (contacts 11-20): Enter "10,10" (limit to 10 records, skip the first 10)
- Third group (contacts 21-30): Enter "10,20" (limit to 10 records, skip the first 20)
9. Verify Sub-Group Results
Note the header information showing your current sub-group parameters. In this example, you'll see "Limit 10, Skip first 20" for the third sub-group.
10. Understanding the Format
Hover over the header tip to see the format explanation: "For # search only. Use format '20,60' to limit to 20 records, but skip the first 60."
Best Practices
Pro Tips:
- Plan your sub-group sizes in advance to ensure even distribution
- Save each sub-group search as a Saved Search for easy access later
- Test your sub-group parameters with a small sample first
- Document which team member is assigned to each sub-group
Important Limitations
Note: Searches with Limit # of Contacts can be saved in Saved Searches, but they cannot be added to Dashboard Widgets. The number stays static and doesn't update as your contact database changes, making it less useful for dynamic reporting.
Questions and Answers
Q: How are contacts sorted when creating sub-groups?
A: Sub-groups use the contact's Unique ID for sorting. The oldest contacts added to your system will appear in the first group, with newer contacts appearing in subsequent groups.
Q: Can I create sub-groups of different sizes?
A: Yes, you can adjust the limit number for each sub-group. For example, you could create groups of 15, 10, and 25 contacts by adjusting the limit parameter accordingly.
Q: What happens if my total contacts don't divide evenly into sub-groups?
A: The last sub-group will contain the remaining contacts, which may be fewer than your specified limit. For example, if you have 47 contacts and create groups of 10, your last group will have 7 contacts.
Q: Can I save these sub-group searches for later use?
A: Yes, you can save each sub-group search using the Saved Searches feature. However, these searches cannot be added to Dashboard Widgets since they use static numbers.
Q: Is there a maximum number of sub-groups I can create?
A: There's no system limit, but practical limitations depend on your total contact count and desired group size. Remember that this is designed for advanced users managing large contact lists.
Q: Can I modify the sorting criteria for sub-groups?
A: No, sub-groups always sort by Contact ID (creation order). If you need different sorting, consider using other search criteria or contact management features.