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How to create and manage custom dropdown lists?

👉 Your role determines what you can do

The next steps differ slightly depending on your role in Spotler CRM. 

  • If you are an administrator: you can create and edit Custom fields and Dropdown lists. You can follow every step.
  • If you are not an administrator: you can view how your organisation stores and structures customer data, but you can't add or edit. If you want to, contact a colleague with administrator rights.

Dropdown lists (previously known as Look-up Tables) control many of the fields within the CRM system. These include the Country, Account Type, Sector on the Account record, Salutation on the Contact record, Task Status and Task Type on the Task record, Activity Type on the Activity record, Status, Forecast and Product on the Opportunity record.

Each dropdown list can be maintained and customised to meet your business needs.

Dropdownlists.png

Custom fields driven by dropdown lists are a great way to capture structured data in your CRM. This guide explains how to add a custom field called "Product Interests" to the Accounts section, using a dropdown list in 4 steps:

  1. Create a New Dropdown List
  2. Edit an existing Dropdown List (Optional)
  3. Add a New Custom field

  4. Verify the Custom Field

1. Create a New Dropdown List

  1. Click the Settings icon in your CRM.
    Settings icon.png
  2. Navigate to System Settings and open Custom Dropdown Lists.
    System settings.png
  3. On the Custom Dropdown Lists page, you'll see all existing dropdown lists (or lookup tables). To add a new one. Click +Add.
    Manage Dropdowns.png
  4. Enter a name for your dropdown list, such as "Product" and click Continue.
    Dropdown name.png
  5. Add items (values) to the list by typing the name of the item.
    Add new item.png
  6. Then click Add New Item.
  7. Reorder items by dragging and dropping them using the icon in the left-hand column.
  8. Once satisfied, click Save.

2. Edit an existing Dropdown List (Optional)

  1. To edit a dropdown list, click on one to open.
  2. Delete existing items by clicking the trash-icon. 
    Bin.png
  3. You can reorder items by drag and drop.
  4. Save your changes after editing. The Save button is at the bottom. 

3. Add a New Custom field

  1. Click the Settings icon.
    Settings icon.png
  2. Navigate to System Settings and open Custom Fields.
    Custom fields.png
  3. Select the table you want to add the new field to (in this example, the Accounts table).
    Account table.png
  4. Find an empty custom field and enter the field name, such as "Product Interest".
    Empty field.png
  5. Select your newly created dropdown list (e.g., "Product") in the Lookup Table box.
    Lookup table box.png
  6. Click Save.

Multi-line Custom fields

If you want to create a Custom Field where you can select more than one option within the dropdown, you can use Multi-Line Custom Fields, for example for Products, where a customer may buy more than one product from you. Create the table as normal and when you add the table to your Custom Field, select the table Type as multi-line.

Multiline.png

4. Verify the Custom Field

  1. Go to the Accounts page in your CRM.
  2. Locate the new field ("Product Interest") in the Accounts section.
  3. Check that the dropdown list works as intended:
    Dropdownlists.png