Contact Segment Management

Contact Segment Assigning

With a VolunteerMatters Enterprise subscription, the "Contact Segmentation" feature allows you to restrict administration for a contact with the various Administrative roles to a specific subset of contacts.  Specifically restricting editing access for the Contact Administrator role. For example, if you included Board Member contacts in your database you could create a Board Member Record Contact Segmentation that when assigned to Contact Administrators would limit them to working specifically with those Board Member records.  Or vice versa where they are excluded, etc..

If you would like more information on the VolunteerMatters Enterprise plan, please contact our sales department.

Contact Segmentation works by creating a Contact Segmentation filter (this can be based upon any contact field criteria) and when assigned to a site user with Administrative access, that Contact Administrator will then be able to only administer to records that match the filter created.  This includes Contact List Views, Advanced Search, Quick Search, Exports, and the Contact Chooser.  If a Contact Administrator accesses any contacts outside their segment, either via the Credential Dashboard or a Project Assignment, they are limited to read-only view of the contact. 

You can assign a Contact Segment filter to more than just a Contact Administrator, such as an Organizer Administrator. So when the Organizer Administrator visits their view only Contact Database access, they will be limited to contacts who match the filter criteria. 

Managing Contact Segmentation Filters

Adding New Filter

1. Log into your VolunteerMatters system with the Configuration Administrator role and then click on Configuration > Database. 
   
   
   
   
2. On the Contact Database Configuration page, click the "Manage Contact Segments" button ().
   
   
   
   
3. This will open the "Contact Segments" page.  Here you can edit and delete existing Contact Segmentation filters or create new ones. To Create a new Contact Segment, click the "Create Segment" button ().
   
   
   
   
4. This opens the "Create New Segment" subpage. This will allow you to enter the Name and Description.  When satisfied, click the "Save" button (). 
   
   
   
   
5. This will bring you to the Contact Segment's detail page.  Here you can create the segment's filter by clicking on "Edit Filter" button ().
   
   
   
   
6. This will open up the "Edit Filter" subpage where you will be presented with the standard contact field filter options.  Including the "Match Type" (1 in image below) and "Filter Criteria" (2 in image below).  You may filter data by any built-in field or custom field. You can add any number of filter criterias.  Please see the article "Working with filters" for more information.
   
   You just will select from the drop-down what field you would like to filter by and enter the criteria and click the "Add" button ().
   
   
   
   When you have added all the criteria desired, click the "Done" button.
   
   
7. You will return to the contact segment detail page with the "Segment Filter" created. Then click the "Save" button () to complete the segment creation and click "Cancel" to return to the main "Contact Segments" page. 
   
   

Editing an Existing Filter

1. Log into your VolunteerMatters system with the Configuration Administrator role and then click on Configuration > Database. 
   
   
   
   
2. On the Contact Database Configuration page, click the "Manage Contact Segments" button ().
   
   
   
   
3. This will open the "Contact Segments" page.  Here you can edit and delete existing Contact Segmentation filters or create new ones. To edit an existing Contact Segment, click the "Details" button () of the segmentation filter you wish to edit.
   
   
   
   
4. This will open the Contact Segment Detail page where you can edit the Name and Description of the filter and then click the "Save" button () to make your changes.
   
   
   
   
5. To edit the Segment Filter, click the "Edit Filter" button (). 
   
   
   
   
6. This will open the "Edit Filter" subpage where you will be presented with the standard contact field filter options.  This will include the already created filter criteria. Here you can delete and/or add additional criteria by clicking the X's on existing criteria or selecting from the dropdown what you would like to filter by and enter the criteria and clicking the  "Add" button (). Then click the "Done" button to return to Contact Segment Detail page.  Please see the article "Working with filters" for more information. 
   
   
   
   
7. You will return to the contact segment detail page with the "Segment Filter" updated. Then click the "Save" button () to complete the segment changes and click "Cancel" to return to the main "Contact Segments" page. 

Deleting an Existing Filter

IMPORTANT: A Contact Segment can only be deleted when it is not in use with any administrative users.   When viewing the Contact Segment details page, you can see the number of administrative users configured to use this segment. If there are 0 users, the Delete button will be visible.  If the segment is in use with any users, it will not be visible. The segment will need to be removed from the administrative users if you wish to delete.  A Security Administrator role can filter and view the users using a specific Contact Segment from the Security page within their VolunteerMatters system.

1. Log into your VolunteerMatters system with the Configuration Administrator role and then click on Configuration > Database. 
   
   
   
   
2. On the Contact Database Configuration page, click the "Manage Contact Segments" button ().
   
   
   
   
3. This will open the "Contact Segments" page.  Here you can edit and delete existing Contact Segmentation filters or create new ones. To delete an existing Contact Segment, click the "Details" button () of the segmentation filter you wish to delete.
   
   
   
   
4. This will open the Contact Segment Detail page where you can see if the Contact Segment is in use with any administrative users. If it is not in use with any administrative users, the "Delete" button () will be visible and you can click on it.
   
   
   
   
5. The system will confirm whether you wish to delete the Contact Segment in question with the "Are you sure?" modal window.  If you are sure, click "Yes, delete" to delete the Segment.
   
   
   
   After completion you will be returned to the "Project Needs" page with a confirmation message that the position was deleted.
   
   
   

Assigning Contact Segmentation Filters

Adding Contact Segment to Site User Record

Note:  The "Contact Segment" configuration drop-down will only appear for Site User Records that have Administrative Roles already assigned.  For more information on assigning administrative roles click here. 

1. Log into your VolunteerMatters system with the Security Administrator access and then click on Contacts.
   
   
   
   
2. Navigate to the contact you wish to assign Contact Segmentation for and click on their name or the 'Detail View' icon (). Either will take you to their contact record.
   
   
   
   For locating the desired contact you can utilize existing List Views, Advanced Search, or Quick Find.  For more information on filter options click here. 
   
   
3. On the contact record, scroll down and on the right there will be a metabox labeled "Site Access". This will detail the contact's Site User Record's (system access) status* as well as the Roles already assigned.  Everyone has "Volunteer" by default.  Click on the "Manage Site Access" button. 
   
   
   
   *If the box says "No Access" for the Site User Record, this means this is a contact record that was created manually by an administrator or via import at some time. Without a site user record they can not log into the system, reset a password, or be provided with administrative access.  They will need to go to the registration URL (https://customercode.volunteermatters.org/register) and then enter their email. VolunteerMatters will recognize their email as one from a system contact and ask them to verify their identity by email and start the registration process.   However, the preferred option will be to use the Contact Portal Invitation tool. This will skip the verification email step for the volunteer. 
   
   Note: The placement of this metabox depends on the width of your browser on your device.  For example on a desktop it is on the bottom of the column on the right and on a mobile phone it may be further down the page under the credentials due to there being only one column. 
   
   
4. You can also access an existing Administrative User's Site User record directly from the Security Administration page. 
   
   
   
   From that list you just need to click on the Administrator's name or click the "Edit" button () to access the Contact's Site User Record. 
   
   
   
   
5. Both of the methods (in the previous 2 steps) will open the Contact Site User Account page.  Via the Contact Segment configuration drop-down you can select one of the previously configured Contact Segment filters for the volunteer. 
   
   
   
   
6. Once you have the Contact Segment desired, click the "Update Account" button ().
   
   
   
   
7. When successful, you will see the "Site User record saved" message.  To return the contact record click the "Cancel" button ().
   
   

Removing Contact Segment on a Site User Record

1. Log into your VolunteerMatters system with the Security Administrator access and then click on Contacts.
   
   
   
   
2. Navigate to the contact you wish to remove Contact Segmentation for and click on their name or the 'Detail View' icon (). Either will take you to their contact record.
   
   
   
   For locating the desired contact you can utilize existing List Views, Advanced Search, or Quick Find.  For more information on filter options click here. 
   
   
3. On the contact record, scroll down and on the right there will be a metabox labeled "Site Access". This will detail the contact's Site User Record's (system access) status* as well as the Roles already assigned.  Everyone has "Volunteer" by default.  Click on the "Manage Site Access" button. 
   
   
   
   *If the box says "No Access" for the Site User Record, this means this is a contact record that was created manually by an administrator or via import at some time. Without a site user record they can not log into the system, reset a password, or be provided with administrative access.  They will need to go to the registration URL (https://customercode.volunteermatters.org/register) and then enter their email. VolunteerMatters will recognize their email as one from a system contact and ask them to verify their identity by email and start the registration process.   However, the preferred option will be to use the Contact Portal Invitation tool. This will skip the verification email step for the volunteer. 
   
   Note: The placement of this metabox depends on the width of your browser on your device.  For example on a desktop it is on the bottom of the column on the right and on a mobile phone it may be further down the page under the credentials due to there being only one column. 
   
   
4. You can also access an existing Administrative User's Site User record directly from the Security Administration page. 
   
   
   
   From that list you just need to click on the Administrator's name or click the "Edit" button () to access the Contact's Site User Record. 
   
   
   
   
5. Both of the methods (in the previous 2 steps) will open the Contact Site User Account page.  Via the Contact Segment configuration drop-down you will select "-- All Contacts --".
   
   
   
   
6. Once you have the "-- All Contacts --" Contact Segment selected, click the "Update Account" button ().
   
   
   
   
7. When successful, you will see the "Site User record saved" message.  To return the contact record click the "Cancel" button ().
   
   

Reminder:  The Contact Admin Segmentation feature is only available with the VolunteerMatters Enterprise edition.