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Selections

With selections, you can work with a group of specific records on a page at the same time. Select or clear items using the selection column, which displays a checkbox on each row. To select all the items on a page, use the checkbox at the bottom of your window that shows "# of #" records.

Example of the Contacts page with three records selected using the checkboxes beside the Contacts name

  • A selection is a collection of records that you've selected.
  • A selection can be as small as one record or as large as all the records on a page.
  • Selections are "sticky", meaning it always stays on the page you made it on until you clear it.
  • Selections are user-specific. Only you can see selections you make (unless you use the Transfer Selection Tool to copy the selection to another user).
  • Selections in sub-pages are record-specific. So a selection made on a sub-page always stays on the record you made it on until you clear it, and you can't access it from another record.
  • Selections are static, so you must actively add or remove records from a selection.
  • The records in a selection display the latest information. For example, if someone updates the email address for one of the records in your selection, the selection reflects the new email address.
  • The selection count in the bottom left corner of your screen reflects the number of records in a given selection.
  • You can save a selection you made to use later.
Note: The Data Quality Routine clears any empty selections every night.

Use a Selection

You can use selections for various reasons. Using selections, you can:

  • Apply an action – Once you have a selection, you can take action! Click the Actions menu to send a message, mass assign, export your selection, and more (depending on your permissions).

    Example showing three records selected and the Actions menu with options like Message, Assign, and Delete

  • Run reports – Any report with "Selected" in the title runs the report on the selected records.

    Example showing four records selected and the Reports menu with options like Selected Family Listing and Selected Household Donations

  • Email and Text – With the New Message Tool, you can send an email or text message to the selected records.
  • Map it out – With the Map My Selection Tool, you can see the selected records on a map.
  • Move your selection – With the Transfer Selection Tool, you can move your selection to different pages of the Platform.
  • Refine your selection – With the Trim Selection Tool, you can trim records that don't meet specific criteria to hone in on the appropriate records.
  • Combine duplicates – With the Combine Contacts Tool, you can combine the selected records.
  • Inactivate records – With the Inactivate Tool, you can inactivate the selected records.

Make a Selection

Important: Selections are sticky! If you made a selection on a page and want to make another selection on the same page, clear or append the initial selection.
Tip: Wondering if you already have a selection on a page? Check the bottom corner of the window. If it says 0 Selected, you haven't selected any records yet.
  1. To select one record, select the checkbox next to it in the list.
  2. To select a group of records, select the checkbox next to the first record, press and hold the Shift key on your keyboard, then select the last record.
    All records between the first and last record are selected.
  3. To select all records in the list, select the checkbox beside the selection information at the bottom.
    List of records with a checkbox at the bottom to indicated all are selected
  4. To view the records you've selected in a new list, click the selection menu at the bottom, and select Current/Unsaved Selection.
    The selection menu at the bottom of the list of records showing options for All Records and Current/Unsaved Selection

Clear a Selection

You can clear an entire selection with the click of a button!

Note: If you only need to remove some records from a selection without completely clearing it, select the checkbox next to the record.

List of records with all checkboxes selected except two with a cleared checkbox beside them to indicate that they are not selected

  1. In the selection menu at the bottom, choose your selection. This is the Current/Unsaved Selection unless you previously saved or named your selection.
  2. Click the clear button X with a circle around itnext to the selection menu.
    The selection menu at the bottom of the list of records with the X button next to it

The selection count at the bottom displays the total number of results instead of "# of #".

Save a Selection

Return to a selection at a later time.

Remember: Selections are static! If you saved a selection of your Usher Team last week and someone joined the team this week, your selection does not include the new team member. You must append your selection to include them.
  1. In the selection menu, select Current/Unsaved Selection.
  2. Click the save icon floppy disc.
  3. Select how you want to save your selection.
    • Append to Existing Selection – Displays if at least one saved selection already exists. In the Selection Name drop-down list, select the selection to add the records to.
    • Create New Selection – Enter a Selection Name to save your selection.
  4. Click OK.
    The Save Selection dialog box with the Create New Selection button selected

When you save your selection, the selected records clear from the grid view. You can immediately access it as an item in the selection drop-down menu.

The Selection menu showing the saved selection as an option

Export a Selection

When you export your selection, you can use the information outside of MinistryPlatform.

Note: The fields defined in the page (All Records view) or the selected page view determine the export layout. You may need to create a custom view to include the fields you need in your export if they do not exist in the page field list or view you are using.
  1. Make your selection of records.
  2. From the Actions menu, select Export.
  3. Select an export option:
    • Current View – This option exports the columns in the current View. This option is not available if the current View and the selected records are identical.
    • Selected Records – This option exports the columns in the All Records View.
  4. Select your output format.
  5. Click Export.

A file downloads for you to use in another application.

Transfer a Selection

Use the transfer button on a page or sub-page to move a selection to another available page.

There are many useful reasons to transfer a selection, like using page-specific reports or merge fields in the New Message Tool.

  1. Make your selection.
  2. At the bottom of the page, click the Transfer Selection button two stacked arrows, one pointing right and one pointing left.
    Note: The Transfer Selection button only displays if your current selection can be transferred. Otherwise, when there are no pages that your selection can be transferred to, the button is not clickable.
  3. Enter the name of your current selection.
  4. Select the page or sub-page you want to transfer the selection to.
    Note: The available pages vary based on the page your selection currently displays on. Consider using the Transfer Selection Tool in the Tools menu for more options.
  5. Click Transfer.
    The Transfer Selection dialog box with the selection, selection name, the Page the selection will transfer to

Your selection displays on the page you selected.

Build a Complex Selection

You may need to build a selection from several pages or areas of the Platform. The best way to do this is to use the Transfer Selection Tool. You can create one selection of people who attended multiple events, participated in various groups, or achieved certain milestones.

The following is an example of how to select Participants from Groups and Events.

  1. Start on the Group Participants Page.
  2. Search for a group that you want, and select the participants.
  3. Search and selected records until you select all appropriate Group Participants.
  4. Click Tools > Transfer Selection.
  5. Select Copy to another Page.
  6. Give your selection a name.
  7. Click Transfer.
  8. Go to the Event Participants Page.
  9. Search for an event that you want, and select the Participants.
  10. Search and selected records until you select all appropriate Event Participants.
  11. Click Tools > Transfer Selection.
  12. Select Add to an Existing Selection.
  13. Select the selection you created earlier.
  14. Click Transfer.
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Last updated: November 26, 2024