Group Members Tutorial

The "Group Members" source can be used to:

• Add an individual to a group in a specified role (whether or not you know the individuals iMIS ID).

• Add an individual to or remove an individual from a particular role in a group.

• Set a group membership active or inactive.

• Remove a member from a group.

• Add/edit/delete a Company Administrator.

• Add/edit/delete a Chapter Administrator.
  

Available fields are as follows:

iMIS ID* – The id the record with the relationship

Group Name* - The group name, e.g. "Governance Committee," "Spring Conference," "West Chapter," etc.

Role Name – The role name, e.g. "Member," "Company Administrator," "Chapter Administrator," etc. If unspecified, defaults to "Member" (provided the specified group has a "Member" role) 

Is Active – true or false

Join Date - Defaults to the current date unless otherwise specified.

Role Begin Date - The start date of the membership term.

Role End Date - The end date of the membership term. 

* - denotes a required field for the import to run (In lieu of mapping iMIS ID, you can use Insert with Matching and match on the Contact Record and then add the relationship).

Example mappings for Group Members

To add a member to a group if you know the member’s ID:

• Use the Insert action and map the iMIS ID and Group Name (both required). Optionally map other fields.

To add a member to a group if you don’t know the member’s ID, but know something else:

• Use the Insert with Matching action. Map relevant contact fields to match contact(s). Map the Group Name (required). Optionally map other fields.

To update a group membership:

• Use the Update action. Match on both iMIS ID and Group Name. Map other fields as necessary.

• Regarding updates to roles:

• • Important - If you map Role Name but do not match on it, it will add the role to the membership (and apply mapped Role Begin/End dates, if applicable). This is how you add an additional role to a group membership.

  • If you match on a Role Name and map Role Begin/End dates, only the specified role will be updated. (e.g. Joe has both Member and Company Administrator roles. You map Role Begin/End dates and map the Role Name “Member” with matching. Only the Member role will be updated with the mapped dates.)

  • If you map Role Begin/End dates, but do not map a Role Name, all roles for the member/group will be updated with the Begin/End dates.

To delete a group membership:

• Use the Delete action and map both iMIS ID and Group Name.

To remove a role from a group member (e.g. contact is both a Member and Company Administrator of group ABC, and you want to remove the Company Administrator role):

• Use the Delete action and map the iMIS ID, Group Name, and Role Name.

Example mappings for Company Administrators

To create a company admin:

• Action: Insert

• iMIS ID = 12345 (for example)

• Group Name = Computer Products (for example)

• Role Name = Company Administrator

To add the company admin role to an existing group member (that is not already a company admin):

• Action: Update

• iMIS ID = 12345 (Match On)

• Group Name = Computer Products (Match On)

• Role Name = Company Administrator (Do NOT match on)

To remove the company admin role from a group membership but leave the “Member” role intact:

• Action: Delete

• iMIS ID = 12345 (Match On)

• Group Name = Computer Products (Match On)

• Role Name = Company Administrator (Match On)

To remove a company admin from a group completely (they will no longer be a member of the group):

• Action: Delete

• iMIS ID = 12345 (Match On)

• Group Name = Computer Products (Match On)

Example mappings for Chapter Administrators

To create a chapter administrator:

• Action: Insert

• iMIS ID = 12345 (for example)

• Group Name = East Chapter (for example)

• Role Name = Chapter Administrator

To add the company admin role to an existing group member (that is not already a chapter admin):

Update

• Action: Update

• iMIS ID = 12345 (Match On)

• Group Name = East Chapter (Match On)

• Role Name = Chapter Administrator (Do NOT match on)