Last updated: 2025-09-19
Sets - Validating a Set
Overview
For filtered and combination sets, validation is the process of updating the set's list of members. As records are created, modified and deleted in SmartOffice, the number of records that match the filter criteria can change. For that reason, in some cases, validation may result in an increase or decrease in the number of set members.
Watch the Training Class: Set Validation
It is especially important that a set be validated before performing tasks such as reporting on set memberships, sending correspondence to a set or scheduling activities involving sets. This ensures that all of the records that belong in the set are included.
Validation may occur automatically and/or manually depending on the options selected for the set.
What Validation Does
Validation behavior varies based on two set options: Add set members by filter only (no ad-hoc selection) and Validate this set for Exchange Synchronization (for information about these options, see Creating a Set). The following table summarizes how these options affect set validation.
| Add set members by filter only (no ad-hoc selection) | Validate this set for Exchange Synchronization | Validation Behavior |
|---|---|---|
| Selected | Selected | On validation, records that meet the filter criteria are added to the set, and records that no longer meet the filter criteria are removed. |
| Selected | Not selected | On validation, records that meet the filter criteria are added to the set, and records that no longer meet the filter criteria are removed. |
| Not selected | Selected | On validation, records that meet the filter criteria are added to the set, However, records added manually and records that no longer meet the filter criteria are not removed. Note: The set can be validated manually only; automatic validation does not apply. |
| Not selected | Not selected | On manual validation, records that meet the filter criteria are added to the set, However, records that no longer meet the filter criteria are not removed. Note: The set can be validated manually only; automatic validation does not apply. |
Automatic Validation
Note: Automatic validation applies only to filtered sets. SmartOffice does not automatically validate ad hoc and combination sets. For more information about the different set types, see Creating a Set).
SmartOffice automatically validates sets on a nightly basis. Automatic validation occurs for any set that meets at least one of these criteria:
- The set has never been validated.
- The set has been modified since it was last validated.
- The set was created after the last validation.
- A filter associated with the set has been modified since the last validation.
- A contact that belongs to the set has been modified since the last validation.
Manual Validation
A user can validate a set manually to ensure that any changes to set membership since the last automatic or manual validation are properly reflected.
- From the Set List, tag one or more sets.
- Select Menu \> Validate Tagged Sets.
Note: Depending on office security_-_introduction.htm) settings, the number of members in a set may be different than the number of records displayed on the Set Membership content link. This can occur when the user does not have access rights to all of the records that make up a set's membership.