Group Members Guide

Complexity Intermediate
EMS Compatible Yes
iMIS 2017 Compatible Yes
Actions Insert, Insert with Matching Help, Update, Insert & Update, Delete

Summary

This page details how the Group Members source can be used.

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.

Note: For how to delete group members, see the Delete Action Guides.

Mappings

Review the following required and optional field mappings.

Required

  • Group Name - The name of the group in iMIS. Groups can be found in iMIS under Community > Groups. To create a group, click here.
  • iMIS ID – The ID of the record with the relationship.

Optional

  • RECOMMENDED Join Date - Defaults to the current date unless otherwise specified.
  • RECOMMENDED Role Begin Date - The start date of the membership term.
  • RECOMMENDED 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 – Determines if the group member is active.
  • Role End Date - The end date of the membership term.

Notes

  • In lieu of mapping iMIS ID, you can use Insert w/ Matching Help and match on the Contact Record (e.g., email and last name). Matching on as many fields as possible is recommended.
  • 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.

Mapping Examples

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.

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)

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)

  • Action: Update
  • iMIS ID = 12345 (Match On)
  • Group Name = East Chapter (Match On)
  • Role Name = Chapter Administrator (Do NOT match on)