GreenRope Blog

Title search:

Getting Started with GreenRope Series:

Setting Up Your Account for Success

By Shay Lucena

For new users, GreenRope’s robust features and functionality may see overwhelming at first. The number of opportunities and features available for your business are expansive. It’s understandable to feel this way, as not very often do you find so many capabilities and flexibility in a single platform. But, don’t be intimidated. We have tons of helpful resources to help you get up and running successfully.

The GreenRope team’s mission is to be your friend and partner in business - to help you use this amazing technology to streamline and grow your business. Once you dive in and get started using GreenRope, you’ll quickly learn how easily everything flows together and it’ll soon be as easy as pie.

To build out your account for success, you’ll want to start with the bare bones by first defining how you want to organize your contacts. Strategize how you want to segment your contacts, with consideration to how your sales and marketing teams will be working with them.  

Groups, User-Defined Fields, and Tags allow you to group your contacts under different levels of organization. Each level has a unique way to control visibility restrictions for your shared access users. They each also have their own benefits and purposes.





Groups are the first level of organization for your contacts and can be thought of as your different/separate contact lists. When you are strategizing your setup, you will want to decide on how you wish to use the group. It’s helpful to consider a few things:

  • Who will have access to these contacts

    • Groups allow you to determine specific user access and for which features. You’ll want to consider who you want to have access to that group by considering how you segment your contacts. Are they split up by salesperson, different stages of the sales cycle, or location for example? Does your marketing team need access to the contacts? What about customer service?

  • Which contacts will you be storing in the group

    • As the primary level of organization, groups allow you to segment your contacts for a more general purpose. How do you most efficiently manage your contacts? Is this by their client status, demographic characteristics, or perhaps by the managing sales representative?


  • What is the purpose of the group

    • Defining your purpose for each group will help you define what exactly your groups are. Determine where you’re going to be using that group for your sales leads, for certain marketing campaigns, for team management, and so forth. Remember, you can restrict permissions for your groups, so not every user with access will be able to perform the same actions.

To provide some examples, groups are often built based on:

  • Mailing lists (e.g., exclusive marketing materials, drip campaigns and workflows)

  • Customer status (e.g., lead, prospect, customer)

  • Demographic segments (e.g., geographic location, contracts, buyer persona)

  • Master contact pools (having a master list of all of your account’s contacts)

  • Staff (an internal staffing group)  


User-Defined Data Fields



User-Defined Data Fields (UDFs) are used to capture custom contact information which is saved within the contact’s CRM record. These fields can be shared across all groups or be available to use for just one particular group. With UDFs, you can store additional information about your contacts with custom fields that don’t already exist within the system. When creating UDFs, think about what kind of field you want, who should be able to view/edit that data, and if the field should be group-specific.

With the ability to change shared access user permissions, you can decide if your shared access users can view or edit each UDF. This allows you and your users to share groups and contacts, while maintaining your own private information about them. It also keeps specific users from adjusting or deleting any pertinent data.

Some examples of UDFs include “Industry”, “Revenue Generated”, “Favorite Color”, and “Contract Expiration Date”.





Tags are another form of identification that can be used to group contacts together. They are similar to UDFs, but have a dynamic value that cannot be modified. The tag cloud to the upper right hand side of your contacts list allows you to quickly select a tag and pull up all of your contacts who have that tag. In contrast to UDFs, tags are a simple identifier that allows you to quickly access a segment of contacts, while UDFs allow you to change a contact's’ information for that field.

These are commonly used tags to identify contacts who you contact often and may be listed as “Staff”, “Monthly buyer”, or “Hot lead”.

No GreenRope account is exactly the same as another. With endless possibilities for customization, you can personalize your setup to whatever best fits your business needs. This may take a few trial and error attempts, or perhaps you may decide to completely redesign this process months later. In any instance, GreenRope provides you with a number of tools to ensure that your sales, marketing, and operations workflow run as smoothly and efficiently as possible.

Keep in mind, every account comes with personalized training plans to help you get started with both your CRM implementation and your marketing efforts.

If you need a head start or additional training or implementation, contact to learn about our Custom Implementation and Strategy Services. Our team can assist with analyzing your unique business needs and tailor your design to fit just right.

Learn more about Groups, User Fields, and Tags here:

Whiteboard Session Video: Groups, User Fields, & Tags

Webinar: Groups, User Fields, & Tags Best Practices

Account Set Up Cheat Sheet


Share Category "All About GreenRope":

Share Category "How-To":

Modern Postcard