Note: Apto versions 6.x and earlier have significantly different Contact Groups features. For more details, view this article.



Adding Contacts/Companies/Properties to Groups

  1. Locate a Contact, Company, or Property that you would like to assign to a Group. In this example, we'll add a Contact to a Group. Check the box to its left, then click Edit Contact Group (this button will switch to reflect Companies or Properties if working with those objects).


  2. Select the Group you'd like to add your Contact to from the "Available" list on the left. Click on the Right Arrow (>) to move the Group to the "Selected" list. Click Add Selected Groups to add the Contact to the Group listed in "Selected".


    Search Groups: You can narrow down the Groups shown in the "Available" list using the search bar.
    Assign Multiple Groups: You can add multiple groups from the "Available" list on the left to the "Selected" list on the right to assign multiple Groups at once to a Company, Contact, or Property.
    Assign Group(s) to Multiple Contacts/Companies/Properties: Select multiple Companies, Contacts, or Properties in the first step to assign multiple records to a Group or multiple Groups.

Creating New Groups

  1. In the Groups pop-up window, above the “Select Groups” section type in the new Contact Group name you’d like to add.

  2. Click New Record beneath this field to create a new group, and automatically add it to the "Selected Groups" list.

  3. Click Add Selected Groups to create the new group, and automatically add it to the contact(s) you initially selected. Newly created Groups require five minutes to fully activate and become available for selection in Apto.


Merging Groups

Merging Groups in Apto is a two stage process. First, you will select all of the members of the Groups your are merging FROM. Then, you'll pick the Group you want to merge members TO. This is your "target" Group.

  1. Create a List View which includes all of the groups your are merging contacts FROM. Click on the gear icon in the upper left, and select New.


  2. Next, add filters to your List View in the pane on the right. In the filter window, input these settings:
    Field = Groups, Operator = Includes, Value = Contacts

  3. Click Value, and select all Groups you want to merge members FROM, then click Done to finalize the filter. Click Save to enable this filter on your List View.

  4. Once your filters are enabled, click the topmost (Select All) checkbox to select all items in the List View. Click Edit Contact Groups (this button will switch to reflect Companies or Properties if working with those objects).

  5. Select your "target" Group you are merging members TO and click the Right Arrow (>) to move the Group to the "Selected" list. Click Add Selected Groups to merge all members into your "target" Group.

Next, improve team communication using Chatter.

Original Article:
Jesse Clifford, Account Manager, July 2021
Additions:
Michael Elliott, Customer Care Agent, October 2021
Last Reviewed:
Tyler Geddes, Customer Education Manager, October 2021

Did this answer your question?