User sets

Helen Varley -

Creating a user set allows users on your website to be grouped together in a list. User sets can be used for:

  • Recipient list for a MailShot
  • Member list for a Restricted access group
  • Reporting on your registered users database

Creating a user set allows users on your website to be grouped together in a set. User sets can be used for:

This guide covers:

Creating a User set

Under the admin menu item User management, go to User sets:

Admin > User management > User sets

  • Either click on the Create tab or the Create new set link. You will see a form with two fields.
  • Type a Set name for your userset and a Description (optional) and click Create. You will be taken to an area where you can add people to your userset.
  • You can either:
    • Add users individually.
    • Add filters to add users by a given criteria.
    • A combination of adding individual users and filters
  • Once you have added Users, click on Save set. You will be taken to a page which details the filters and indicates how many users have been added manually. Beneath this, all the users in the user set will be displayed.

Add users

To help you to find the user that you want to add, you can filter the users to narrow down your search and then add the user individually.

In this example, we will add a user with an email address of test@example.com.

  • Click on the Add users icon. You will see a popup that says Add users at the top, Filter by on the left hand side and Name on the right hand side.
  • Click on Profile on the left hand side. This will show you all the fields in the Profile area.
  • Click on Email on the left hand side and you will see a box that says Email contains.
  • Type in the email address you are searching for, in the case test@example.com, and click on Apply filter. You will see the registration(s) that match(es) your search result on the right hand side.
  • Check the box(es) next to the relevant registration(s) and click on Add users. You will be taken back to the main filter screen and your users will appear in the list of users.
  • Click on Save set. Note: Changes will not be saved until the Save set button is clicked

Add filters

Use filters to add users that match a certain criteria. Any new registrations that match the criteria will automatically be added to the User set. You can add more than one filter and specify to add users that match All or Any of the criteria to the user group.

In this example, we will add all users called Chris who have logged in in the last 30 days ie matching all the filters. If you select the Any filter, it will result in all users called Chris AND all users who have logged in in the last 30 days.

  • Click on the Add filters icon. (if you cannot see the icon, you need to click on the Edit link). You will see a popup with Add filters at the top, Filter by on the left hand side and Name on the right hand side.
  • Click on Profile on the left hand side. This will show you all the fields in the Profile area.
  • Click on First Name and you will see a box that says First Name contains. Put in the first name of the person that you are searching for, in the case Chris and click on apply filter. You will see the registrations that match your filter on the right hand side.
  • Click Add filters. You will be taken back to the main filter screen. Your filter will display and the users that match the filter will appear in the list of users.
  • Now add the second filter. Click on Add filters and You will see a popup again with Add filters at the top, Filter by on the left hand side and Name on the right hand side.
  • This time click on Activity on the left hand side. This will show you all the fields in the Activity area.
  • Click on Last login and you will see a box where you can enter a date for before or after. We want people who have logged in in the last month so enter a date a month ago in the after box and click on apply filter. You will see the registrations that match your filter on the right hand side.
  • Click Add filter. You will be taken back to the main filter screen. Both filters will display.
  • Ensure that the Match filters is set to All. The users that match both filters will appear in the list of users
  • Click on Save set. Note: Changes will not be saved until the Save set button is clicked

Actions for user sets

Use actions to view, edit, change settings, export or delete your usersets.

Under the admin menu item User management, go to User sets:

Admin > User management > User sets
  • Place your cursor over the title of the User set and you will see a cog appear. 
  • Click on the cog to see the available actions for that User set.
    • View - this will show you details of the filters, how many users have been added individually and a list of the users asscociated with the user set.
    • Edit - this is a similar screen as described in view above but editable so that you can Add users or filters.
    • Settings - this will take you to a form where you can change the name and/or description of the User set.
    • Export - this will take you to a page where you can export a details of the User set. These are the standard fields that are exported but they can be amended if required. Call Client Services who will be happy to help you.
      • UserID
      • User name
      • Email address
      • Registered date
      • Last login
      • Roles
      • Name
    • Delete - You will be taken to a screen where you have to click a button to delete the user set which also has a warning that "This action cannot be undone".

Default User sets

We have set up some default User sets for you. Default User sets are marked with padlock  and cannot be deleted by you. The default user sets that appear on your site depend on what newswires and features that you have eg if you do not have Secure Document Exchange, that user set will not appear.

Default user sets include:

  • Admin users
  • All users
  • Recently updated - users where the profile has been changed in the last 30 days
  • Recipient list for mailshot type: Budget
  • Recipient list for mailshot type: Weekly business update
  • Recipient list for mailshot type: Monthly business update
  • SDE administrators
  • SDE users
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