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Assign

Assign

The Assign function allows you to globally assign values to a collection of records. Some of the ways you can use the Assign function include: 
  • Updating Activity records following an email campaign or event
  • Adding a Category or Field to a group of contacts 
  • Marking (or unmarking) a collection of records 
  • Changing security settings for a group of records
Let's take a look at the options available through the Assign function and how you can use them. The Assign function is accessed through the Edit menu: Edit > Assign. This function should not be confused with the Assignments menu. 

  • Assign Activities let's you add Activity records to a collection of contacts using an Activity template.
  • Assign Assignments adds Assignment records to a collection of contacts using an Assignment template. 
  • Assign Primary/Mailing globally assigns the mailing or primary mailing address to a specific address.
  • Assign Tracking globally updates Tracking field values to a collecting of Tracing records. 
  • Assign Categories assigns or removes one or more categories from a collection of records.  
  • Assign Client/Matter assigns or removes client/matter numbers. 
  • Assign Field updates a field value by replacing, appending or prepending what already exists in that field. 
  • Assign Record Security changes the security setting for a collection of records (Private to Public, for example). 
  • Mark/Unmark Records changes the Marked By setting for a collection of records. This is used to push a collection of records from ContactEase to one or more Outlook users. 
  • Link Records allows you to globally link a collection of records to a Master Record. Linking a record will not replace any current Master values.  


Assign Activities

To Assign Activity records, go to Edit > Assign > Activities. 

Select the records to update from the Apply to dropdown list: 

  • All Records
  • Marked Records
  • Selections Only 
  • Current List Only 
Select the Activity template you'd like to use. A template must be used to execute the Assign Activities function. For this reason, we recommend creating a generic template for all Assign functions. 

Complete the Activity display. Every contact in the selected list will have an Activity assigned to it containing the selected values. 

Once the Activity is set up, click OK to record the changes. 

Assign Categories

You can use the Assign function to assign one or more categories to a collection of records in ContactEase. 

Go to Edit > Assign > Categories.

Choose the records you'd like to update by selecting from the Apply to dropdown menu. Your options are: 
  • All Records
  • Marked Records 
  • Selections Only
  • Current List Only
Select the Action to perform. You can either Assign or Remove a category to the records. To select a subcategory, click the plus sign to expand any of the categories shown. 

To Assign categories, check the boxes. To Remove categories, uncheck the boxes. 

Click OK.

Assign Primary/Mailing Address

Edit > Assign > Primary Mailing

This function allows you to set any address in the database as the mailing or primary address. 

Select the records you'd like to update. We recommend either running a search for those contacts and selecting Current List Only or making selections within the list and assigning to Selections Only. 

Select the address to update from the dropdown list. As long as the address type exists for the contact, it will update based on the action selected. 

Finally, selection your Action. You can set the address as Mailing or Primary. 

Click OK. 
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