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The Basics

Selections

  • 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. A selection made on a sub-page always stays on the record you made it on until you clear it, and you can't accesss it from another record.
  • Selections are static. 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.
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:

  • Run reports: Any report with "Selected" in the title runs the report on the selected records.
  • Email and Text: With the New Message Tool, you can send an email or an SMS 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 didn't select any records.
  1. To select one record, select the check box next to it in the list.
  2. To select a group of records, select the check box 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 check box beside the selection information at the bottom.
    List of records with a check box 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

Note: To remove records from a selection without completely clearing the entire selection, select the check box next to the record. This clear its from the selection.

List of records with all check boxes selected except one with a cleared check box beside it to indicate that it is not selected

  1. Select your selection in the selection menu. 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 0 Selected.

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 floppy disc save icon.
  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.

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. From the Actions menu, select Export.
  2. 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.
  3. Select your output format.
  4. Click Export.
A file downloads for you to use in another application.

Transfer a Selection

Use the transfer button on any Page or Sub-page to move a selection from one page to another.

There are many reasons it's useful to transfer a selection, including 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 icon two arrows on top of each other pointing in opposite directions.
  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. 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 in 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: July 16, 2024