Custom Fields
Created by: Emma Johnston
Last Updated: July 03, 2022
Custom Fields
Custom Fields allow you to create contact-specific fields that contain specific information about that contact. These allow you to add to the Standard Fields and gather or record whatever type of information you require. Creating and rearranging fields and folders allows you to customize your Contacts page. Custom fields can also be used in Forms and Surveys.
Custom Field Dashboard
CUSTOM FIELDS DASHBOARD
Click on Settings > Custom Fields > All Fields to view existing custom fields. You can search field by name using the Search Box. You can filter the fields list by selecting a folder from the Group By dropdown in the top right corner. You can change the page size or change page in the bottom right corner. You can also see whether a custom field is a contact field or an opportunities field (in the Object column) and view/copy a field's unique key.
EDITING A CUSTOM FIELD
1. Click on Settings > Custom Fields and select the All Fields tab.
2. Select the (single) required field and select Edit from the blue Bulk Actions dropdown.
3. Edit the field and press Save to exit.
You can also edit a field when you are inside a folder by clicking on the ellipsis menu (three horizontal dots) and selecting Edit.
NOTE: Once you create a custom field, you cannot edit the field type. To change it, you will need to delete the field and create a new one.
DELETING A CUSTOM FIELD
1. Click on Settings > Custom Fields and select the All Fields tab.
2. Select the (single) required field and select Delete from the blue Bulk Actions dropdown.
3. Press OK (or cancel)
You can also delete a field when you are inside a folder by clicking on the ellipsis menu (three horizontal dots) and selecting Delete.
REARRANGING CUSTOM FIELDS
To reorder the fields, click on the Folders tab and select the required folder. Press and hold down the left mouse button on the four grip lines icon next to the field name and drag it to a new position. The order of the custom fields in Settings is the order they will appear in Contacts or in the Opportunities card (depending on the type of folder). You can also Hide Empty Fields in Contacts by checking the box.
Custom Field Folders
CUSTOM FOLDERS DASHBOARD
Click on Settings > Custom Fields > Folders to view existing custom folders. You can see the folder name, object type, number of fields within the folder and date created. You can search folders by name using the Search Box. You can filter the folders by Object type (Contact or Opportunity).
CREATING A FOLDER
1. Click on Settings > Custom Fields.
2. Click on the white + Add Folder button in the top right corner.
3. Enter the name of the folder.
4. Select the Object from the dropdown menu (to specify whether it is a folder for Contact Fields or Opportunity Fields).
5. Press Save.
REARRANGING FOLDERS
To reorder the folders, click on the Folders tab. Press and hold down the left mouse button on the four grip lines icon next to the folder name and drag it to a new position. The order of the contact folders in Settings matches the order the sections in the left hand panel of contact cards in Contacts. The order of the opportunities folder is the order of the menus in the opportunities card in Opportunities.
RENAME OR DELETE FOLDERS
To rename or delete a folder, click on the Folders tab. Click on the ellipsis menu (three horizontal dots) and select Rename or Delete. You cannot delete or rename the Contacts folder, Additional Info folder or General Info folder.
MOVING A CUSTOM FIELD TO A FOLDER
1. Click on Settings > Custom Fields and select the All Fields tab.
2. Select the required field(s) and select Move to Group from the blue Bulk Actions dropdown.
3. Select the folder from the dropdown menu and press Move to exit (or cancel).
You can also delete a field when you are inside a field folder by clicking on the ellipsis menu (three horizontal dots) and selecting Delete.
Create Custom Fields
CREATING A CUSTOM FIELD
1. Click on Settings > Custom Fields.
2. Click on the green + Add Field button in the top right corner.
3. Choose the type of field you want to create (text input, numerical values, choice questions, date, file upload or signature) and click Next.
4. Add the field Name. If you have a long question, we recommend keeping the field name short and then editing the field title when adding the field to a form or survey.
5. Select the Object from the dropdown menu (to specify whether it is a Contact Field or Opportunity Field).
6. Select which Group (field folder) you want to add the field to. The available folders will change depending on the type of Object selected.
7. Press Save to exit.
You can also create custom fields in Forms, Surveys and Opportunities but they can only be edited in Settings.
Click here for more information on using Forms and click here for more information about Opportunity fields.
TYPES OF CUSTOM FIELD TYPES
There are several types of custom fields including :
TEXT INPUT - Basic options such as Text (one line) and Large Text (paragraph). If you need to take a list of values, such as initial measurements, you can use Textbox List.
VALUES - Numerical (number entry), Phone and Monetary.
CHOOSING OPTIONS - For dropdown menu options, there is Single Options (only one option can be chosen) and Multiple Options (multiple options can be chosen). For a list of options, there is also Checkbox (multiple options can be chosen) and Radio (only one option can be chosen).
OTHERS - If you want a handwritten signature, to use on something like a membership contract or PARQ, you can use Signature. If you want the contact to upload a document, choose File Upload (allows files to be uploaded (or required) with submission. File types allowed include PDF, DOC, JPG, PNG, GIF and you can specify which of those file types you will accept and whether you want to allow multiple files. If a client tries to upload a file format that is not in the accepted format, they will get an error message.
Custom Fields Automations
TRIGGER A WORKFLOW WHEN A CONTACT FIELD IS UPDATED
1. Click on Automation > Workflows and click the blue + Create Workflow button in the top right of the screen.
2. On the next screen, select Start from Scratch. Once in the workflow builder, at the top of the page, you can rename a workflow using the pencil icon next to the title.
3. Click Add New Workflow Trigger and select Contact Changed. In Add Filters, choose the Custom Field and complete the boxes.
4. Click the + to add a new event to the workflow. From the right-hand menu, select the choose one or more actions to occur, such as Add a Tag, Send an Email or Add to a Workflow.
5. Add any other required steps.
6. Toggle on Publish and press Save.
UPDATE CONTACT FIELD WORKFLOW
You can update a standard field or custom field for multiple contacts based on a trigger event.
1. Click on Automation > Workflows and click the blue + Create Workflow button in the top right of the screen.
2. On the next screen, select Start from Scratch. Once in the workflow builder, at the top of the page, you can rename a workflow using the pencil icon next to the title.
3. Click Add New Workflow Trigger and select an event to trigger the rule.
4. Click the + to add a new event to the workflow and select Update Contact Field from the right-hand menu. Click + Add Field and select the required field from the dropdown list. Add the value to the box. Press Save Action when complete.
You can update multiple fields at the same time. Just select + Add Field again to add other fields. You can also delete fields using the trashcan icon.
5. Add any other required steps.
6. Toggle on Publish and press Save.
CLEAR CONTACT FIELD WORKFLOW
You can update a standard field or custom field for multiple contacts based on a trigger event.
1. Click on Automation > Workflows and click the blue + Create Workflow button in the top right of the screen.
2. On the next screen, select Start from Scratch. Once in the workflow builder, at the top of the page, you can rename a workflow using the pencil icon next to the title.
3. Click Add New Workflow Trigger and select an event to trigger the rule.
4. Click the + to add a new event to the workflow and select Update Contact Field from the right-hand menu.
5. Next select Clear Field Data from the Action Type dropdown menu. Click + Add Field and select the required field(s) from the dropdown list. Press Save Action when complete.
6. Add any other required steps.
7. Toggle on Publish and press Save.
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