Introduction: In this tutorial, Tony Hollywood shares a simple and effective approach to organize Act CRM data using groups. He acknowledges that many users neglect using the ID status field to categorize contacts, which can lead to disorganization. To tackle this issue, Tony emphasizes the importance of staying motivated and integrating the process into daily tasks. He introduces the concept of using groups to efficiently manage contacts and improve data organization.

1. Utilizing the ID Status Field:

• Tony highlights that many users overlook the ID status field, which is essential for simplifying contact categorization into clients and prospects.
• He encourages users not to get overwhelmed by the task but to make it a part of their daily workflow and a gradual process.

2. Introduction to Groups in Act CRM:

• Tony explains the significance of groups in Act CRM and how they can be used to organize contacts effectively.
• He demonstrates using the ID status “Tony” for personal contacts and the blank ID status for contacts without data.

3. Finding Contacts with Blank ID Status:

• Tony shows how to perform a lookup for contacts with a blank ID status to identify the unorganized contacts.
• In this particular example, the lookup results in 190 contacts without an ID status.

4. Creating and Managing Groups:

• Tony demonstrates how to create a group and automate the process of adding contacts with a blank ID status to the group.
• He uses the “Add to List” feature and creates a dynamic group membership rule based on the ID status field criteria.

5. Working with Group Members:

• Tony emphasizes the practicality of working with groups as a productive activity, especially during downtime or as a mental break.
• He shows how to view group members, edit their ID status, and remove them from the group as their ID status gets updated.

6. The Benefits of Using Groups:

• Tony praises the functionality of groups, as they facilitate easy organization and provide a clear overview of contacts in various categories.
• He encourages users to work through contacts one-by-one and gradually update their ID status to keep their database organized.

Conclusion: By leveraging groups in Act CRM, users can efficiently manage their contacts and categorize them based on their ID status. This simple approach enables users to stay organized, increase productivity, and gain valuable insights into their contact data. Regularly working on groups ensures that contacts are appropriately categorized, leading to better data management and improved business performance.