Custom Fields in DigifyCRM

Custom Fields in DigifyCRM

Custom Fields are an essential feature in DigifyCRM that allow you to store additional information specific to your business needs. They can be added to various modules like Customers, Invoices, Leads, Projects, Tasks, and many others. This feature ensures that you can capture, track, and analyze information beyond the standard fields provided by DigifyCRM.

What are Custom Fields?

Custom Fields allow you to create additional data fields that aren’t available by default in DigifyCRM. These fields can be used to capture specific information related to your business that the default fields don’t cover.

For example, if you want to store a customer’s preferred payment method, you can create a custom field specifically for that.

Supported Modules for Custom Fields

Custom fields can be applied to the following modules:

·         Customers

·         Invoices

·         Leads

·         Projects

·         Tasks

·         Contracts

·         Expenses

·         Estimates

·         Proposals

·         Payments

·         Timesheets

·         Subscriptions

·         Tickets

Steps to Create and Manage Custom Fields in DigifyCRM

1. Accessing the Custom Fields Section

·         Log in to your Admin Account.

·         Navigate to Setup > Custom Fields.

·         This will take you to the custom fields management page where you can view, add, edit, and delete custom fields.

2. Creating a New Custom Field

·         Click on the New Custom Field button at the top right corner.

·         In the Create Custom Field form, you will need to fill in the following details:

o    Field Name: Provide a name for your custom field, such as “Preferred Payment Method”.

o    Field Type: Choose the field type based on the data you want to collect. Available types include:

§  Text Input: A simple text field where users can input custom text.

§  Dropdown: A dropdown menu with predefined options.

§  Date Picker: Allows the user to pick a date from a calendar.

§  Checkbox: A checkbox that can be marked or unmarked.

§  Text Area: A larger text area for longer inputs.

§  Number Input: For numeric values.

o    Belongs To: Select the module where this custom field will appear (e.g., Leads, Customers, Projects, etc.).

o    Field Order: You can specify the order in which this field appears relative to other fields in the module.

o    Field Width: Set the field width as 50% or 100%, depending on how you want the field to appear on the screen.

o    Required: Mark the field as required if it needs to be filled out every time.

·         Once you’ve filled in all details, click Save.

3. Assigning Custom Fields to a Module

·         After creating a custom field, it will automatically be assigned to the module you specified (e.g., Leads, Invoices, Tasks, etc.).

·         The custom field will now appear when you create or edit a record in that module.

4. Viewing Custom Fields in a Record

·         To view the custom fields, go to the respective module (e.g., Leads, Customers, etc.).

·         Open an individual record (e.g., a lead or customer), and you will see the custom field displayed based on the settings you applied during the field creation process.

·         You can enter data into these fields when adding or editing a record.

Custom Field Types in Detail

1.      Text Input:

o    Simple one-line text field for short information.

o    Example: “Customer Nickname”

2.      Dropdown:

o    A list of predefined options to choose from.

o    Example: “Preferred Communication Method” with options like “Email”, “Phone”, and “SMS”.

3.      Date Picker:

o    Allows selecting a specific date.

o    Example: “Contract Renewal Date”.

4.      Checkbox:

o    A boolean value represented by a checkmark.

o    Example: “Newsletter Subscription” (Yes/No).

5.      Text Area:

o    A multi-line text box for longer descriptions.

o    Example: “Project Description”.

6.      Number Input:

o    For inputting numeric values.

o    Example: “Discount Percentage”.

Editing or Deleting Custom Fields

1.      Editing a Custom Field:

o    Go to Setup > Custom Fields.

o    Find the custom field you wish to edit from the list.

o    Click the Edit icon next to the field.

o    Make the necessary changes and click Save.

2.      Deleting a Custom Field:

o    Navigate to the Custom Fields section.

o    Find the field you want to delete and click the Delete icon.

o    Confirm the deletion. Note: Deleting a custom field will remove all data associated with that field.

Custom Fields and Reporting

Custom fields can also be used in reports. This is particularly useful if you want to generate reports that include the extra data you are capturing through custom fields.

1.      Generating Reports:

o    Go to the Reports section in DigifyCRM.

o    Select the report type (e.g., Customer Reports, Lead Reports, etc.).

o    Choose to include the custom fields in your report by selecting them from the available fields.

2.      Exporting Data:

o    Custom fields can also be exported as part of your CSV or Excel exports for detailed analysis.

Best Practices for Using Custom Fields

1.      Keep Fields Relevant: Only create custom fields that are relevant to your business. Too many unnecessary fields can clutter your CRM.

2.      Use Dropdowns for Standardized Data: If you want users to select from a set of predefined options, use a dropdown. This helps maintain data consistency.

3.      Utilize Required Fields: Mark fields as required only if they are critical to the process. This ensures that necessary information is always captured.

4.      Organize Fields Logically: Use the Field Order setting to arrange your fields in a logical order that makes sense for users entering data.

5.      Regular Review: Periodically review your custom fields to ensure they are still relevant and useful. Remove or update any fields that are no longer needed.