A custom smart group is a list defined by conditions you choose, which updates itself as your data changes. Create one from Contacts > Groups > Add Smart Group. The builder is in beta.
Create a smart group
- Open Contacts and choose Groups from the dropdown.
- Select Add Smart Group. The builder opens full screen.
- Under Smart Group Details, enter a Name and a Description. Both are required. The name can’t match an existing group or built-in smart group; FundHero says if it is already in use.
- Add conditions (see below). The Smart group size bar shows how many conditions you have and how many contacts match, as "N out of M contacts".
- Select Save Smart Group. The button stays disabled until the name, description and at least one condition are in place.
FundHero confirms with "Smart Group … added". The group appears in the Groups list with a Smart badge.
Add, narrow and exclude
The builder has three sections, each with its own link for adding a condition:
- Add contacts to this group: select Add "add" condition.
- Narrow contacts in this group: select Add "narrow" condition.
- Exclude contacts from this group: select Add "not" condition.
A contact is included when it matches every "add" and "narrow" condition, and it is left out if it matches any "not" condition. In practice an "add" condition and a "narrow" condition behave the same way.
After you choose a section, pick a condition type from the cards. Use the close icon on a condition card to remove it.
Condition types
- Donations and Pledges: Amount (Total Donations or Single Donation, with a slider), Number Of donations or pledges, and a date. Donations also have a Type of One Time or Recurring.
- Actions: Select Type and Select Outcome, using the lists in Log an action, and a date.
- Groups: one or more groups. Flagged contacts can be selected here.
- Tags: "Add activity tags…" to find contacts whose donations or activity carry the tags.
- Tasks: Assigned user, a Status of Overdue, Not Due, Complete or Incomplete, and a date.
- Location: City, State and Postal.
- Details: donor status (Prospect, Attempted Contact, Cultivation, Ready for Ask, Soft Pledge, Hard Pledge, Donor, Decline, None), Type (Individual, Organization, None), Info (Has Phone Number, Has Email) and an Ask Amount range.
Date options
Conditions that take a date offer four choices:
- Any: no date limit.
- Last: the most recent 7, 14, 30, 60, 90, 180 or 360 Days, Weeks, Months or Years.
- Since: from a date you pick to today.
- Between: from one date to another.
Limits of the beta
- The app doesn’t currently let you change a smart group’s conditions after you save it. To change them, build a new one and delete the old one with Delete Group from its row menu.
- Rename or delete a smart group from the Groups list, the same as a normal group.
For a one-off search that you don’t need to keep, use Filters on the contacts list instead. See Search and filter contacts.