Group Members Guide

The Group Members source can be used to:

  • Add an individual to a group in a specified role, with or without an iMIS ID.
  • Add or remove an individual from a specific role within a group.
  • Set a group membership to active or inactive.
  • Remove a member from a group.
  • Add, edit, delete a Company Administrator.
  • Add, edit, delete a Chapter Administrator.

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

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

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. See Creating Groups with IQA for more information.
  • 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, for example Member, Company Administrator, Chapter Administrator, and more. If unspecified, defaults to Member provided that 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

  • When an iMIS ID is not available, Insert with Matching Help can be used to match against the contact record (for example, email and last name). Matching on as many fields as possible is recommended.
  • If Role Name is mapped but not included in matching, the role is added to the group membership, and any mapped Role Begin and Role End dates are applied. This approach is used to add an additional role to an existing group membership.
  • If Role Name is included in both mapping and matching, and Role Begin and Role End dates are mapped, only the specified role is updated. For example, if a member has both Member and Company Administrator roles and Member is matched, only the Member role dates are updated.
  • If Role Begin and Role End dates are mapped without mapping Role Name, all roles associated with the member and group are updated with the mapped dates.

Mapping Examples

The following are common uses of Mapping:

To delete a group membership

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

  • Action: Delete
  • iMIS ID = 12345
  • Group Name = Computer Products

To remove a role from a group member

Use the Delete action and map the iMIS ID, Group Name, and Role Name. For example, the contact is both a Member and Company Administrator of group ABC, and you want to remove the Company Administrator role.

  • Action: Delete
  • iMIS ID = 12345
  • Group Name = Computer Products
  • Role Name = Company Administrator

To create a company admin

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

  • Action: Insert
  • iMIS ID = 12345
  • Group Name = Computer Products
  • Role Name = Company Administrator

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

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

  • Action: Update
  • iMIS ID = 12345 (with Matching on)
  • Group Name = Computer Products (with Matching on)
  • Role Name = Company Administrator (however, do not match on this field)

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

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

  • Action: Delete
  • iMIS ID = 12345 (with Matching on)
  • Group Name = Computer Products (with Matching on)
  • Role Name = Company Administrator (with Matching on)

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

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

  • Action: Delete
  • iMIS ID = 12345 (with Matching on)
  • Group Name = Computer Products (with Matching on)

To create a chapter administrator

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

  • Action: Insert
  • iMIS ID = 12345
  • Group Name = East Chapter
  • Role Name = Chapter Administrator

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

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

  • Action: Update
  • iMIS ID = 12345 (with Matching on)
  • Group Name = East Chapter (with Matching on)
  • Role Name = Chapter Administrator (however, do not match on this field)