How to create and manage Custom Fields?

Custom fields allow you to add additional data points to any record in your CRM, such as accounts, contacts, opportunities, and tasks. These fields can take various forms, such as:

• Text fields
• Dates
• Numbers (with or without decimals)
• Checkboxes
• Dropdown menus

You can even modify or disable most of the standard fields in the system to better fit your requirements. Custom fields are a great way to tailor your CRM system to meet your specific business needs.

Here's how to add or remove custom fields in your CRM:

• Steps to create a custom field
• Deleting a custom field

Steps to create a custom field

1. Click on the Settings icon.
   

   

2. Select System Settings from the menu and navigate to Custom Fields.
   

   

3. Select the table where you want to add the custom field, such as Accounts, Contacts, or Tasks.
   

   

4. Review the existing fields for the table. Standard fields like phone and website will already be listed. You can disable them by unchecking the Live box.
   

   

5. Select one of the empty fields available. For example, "Custom Field 5".
6. Enter a name for your field (e.g., Headcount).
   • Check the Live box. This will switch on the field
   • Add a Long Description – this is what will be displayed on the page
   • Add a Short Description – this will be used by the Report Writers. Make sure the Short. Description does not have any spaces in it
   • The Type will determine what kind of field it will be: a number, some text, a checkbox. 

     

     
     If it is a numeric field, the Decimals field will control how places of decimals will be shown. So put 2 there for currencies. Read more about types in the article: What are the possible Field Types available in Custom fields?
   • The LookUp Table field will choose which LookUp Table will be used to provide a dropdown list for the field, if you want one. Leave blank for free text entry.
   • If you want the field to have a Default Value, enter that in the Default Value field
   • Tick the Mandatory box if data must be entered in that field. (N.B. don’t make too many fields mandatory, or users will get annoyed!)
7. Click Save.
8. Go back to the relevant page (e.g., Accounts).
9. Your new field will now be visible and ready for data entry.

   

Once created, your custom field will be accessible across the entire CRM system, including in data import and reporting functionalities. Dropdown fields can be pre-filled with options for easy selection.
You can modify or disable standard fields to declutter your records.

Deleting a custom field

To delete a Custom Field or Standard Field* just untick the Live box for that field. The data will remain in the field, and if you turn the field back on again later, that data will reappear. Be careful if you later reuse that field with a different Field Type after data has been entered, for example if you change from a CheckBox to a Date type, as it may produce unpredictable results.

Please note, some Standard Fields cannot be changed as they are intrinsic to the functionality of the CRM.