Displaying or Editing Selections

You can display, sort and edit the records in a selection, as well as send the selection to other users.

Displaying Selections

To edit a selection:

  1. Switch to the desired level (Company+Person, Person or Property (BTB only)).
  2. Select Data > Selection from the menu.
  3. Choose a selection and confirm with OK.
    Note: Selections are user-specific. You can only use a selection defined by another user if you are sent the selection.

    The records in the selection are displayed. The name of the selection is displayed in the title bar.

    Note: Provided your administrator has configured this feature, you can load selections directly via a drop-down list, >> Button Properties in the Aurea.CRM win Administrator Guide. The drop-down list contains the following entries: blank entry (return to the entire database), available selections, "Selection" entry (switch to the Selection level).

    If you have loaded a selection, you cannot use the Data > Sequence or Data > Sort by menu options. The sort options are defined in the selection itself, see Sort Options.

  4. Select Data > Define Conditions to further restrict the selection. This only limits the records that are displayed; the selection itself is not affected.
  5. To exit the selection and return to the database, select Data > Entire Database.

Editing Selection Data

To edit records in a selection, load the selection, see Displaying Selections.

You can edit records in the selection as follows:

  • To add a record to the selection:
    1. Click on (Find) or on (Person in Company).

      You are prompted to confirm that the record should be added to the selection.

    2. Confirm with Yes.

      The record is displayed in the selection list.

      If you answer No, you are automatically returned to viewing the entire database and the record is highlighted.

  • Use the (New), (Edit) und (Delete) buttons to add, edit or delete a record:
    • New: New records are added to the database and saved in the selection as well. The Manual field is enabled for the record in the selection (visible by selecting View > All Mask Fields from the menu).
    • Edit: Changes to records in the selection affect the record in the database.
    • Delete: Deleting a record removes the record from the selection, but not from the database.
To delete records at once:
  1. Use (Mark) or Ctrl+Insert to mark the desired records. Use or Ctrl+Insert a second time to unmark a record.
  2. Select Edit > Delete Marked Records from the menu to remove all marked records from the selection. Alternatively, select Edit > Delete Unmarked Records to remove all unmarked records from the selection.

    Alternatively, select Edit > Delete Unmarked Records to remove all unmarked records from the selection.

    Note: Records are removed from the selection, but are not deleted from the database.
Note: If you use a selection to generate a marketing activity, you can choose to use the marked or unmarked records in the selection to do so. This allows you to further restrict a selection for a specific marketing activity, see Defining the Marketing Activity Format.

Sending Selections

To make your selections available to other users:

  1. Select Info > Selection.
  2. In the dialog box, choose the selection you want to send.
  3. Click the Send button.
  4. In the next dialog box, select the user(s).
  5. Confirm with OK.

The Message "Done!" appears. Click OK.

Note: Selections can only be sent to reps that have been assigned a login in the Rights module.

Deleting Selections

To delete a selection:

  1. Select Data > Selection from the menu.
  2. Mark the selection.
  3. Click the Delete button and confirm with Yes.