Overview: Custom Fields

Custom fields are a powerful tool for tailoring our CRM system to fit the unique needs of your business. They allow you to store, organize, and display information specific to your operations. By using custom fields, businesses can enhance their data management processes, improve customer interactions, and streamline workflows within Wind Solutions.

Key Features

Full Customization Possibilities

Custom fields offer full customization possibilities, empowering businesses to tailor their CRM systems to align perfectly with their unique needs - all within Wind Solutions. From diverse input types like dropdowns and checkboxes to advanced configurations such as file uploads and digital signatures, the flexibility of custom fields ensures seamless data management. This adaptability allows organizations to capture, organize, and utilize specific information that enhances workflows and improves operational efficiency. By leveraging these possibilities, businesses can create a highly personalized and effective system for managing customer relationships and internal processes.

 

 

Flexible Data Input Types

Custom fields support a variety of input types, such as:

• Single Line: For simple text entries like names or tags.
• Multi Line: For detailed descriptions or notes.
• Text Box List: Ideal for storing lists.
• Dropdown (Single/Multiple): For predefined selectable options.
• Checkbox and Radio Select: Useful for boolean or exclusive selection data.
• File Upload and Signature: Enables attachment of documents or capturing digital signatures.

 

 

Categorization and Organization

Fields can be grouped into folders, such as Contact, General Info, and Additional Info, making data management more intuitive.

Assign fields to objects like Contact, Company, or Opportunity to keep your database clean and relevant.

 

 

Unique Keys for Automation

Each custom field is assigned a unique key (e.g., {{contact.company_name}} or {{business.phone}}) to facilitate seamless integration with automation tools and templates.

 

 

Setting up and Using Custom Fields

In this demonstration, we will configure a new dropdown area labeled "List of Plumbing Options" within the default Contacts object. This setup involves creating a single-line text field and a choosing option field. As shown in the image, there are three dropdown sections available: Contact, General Info, and Additional Info. The newly created custom fields will be housed under these dropdowns.

Navigate to “Custom Fields” → “Folders”

To manage and organize your custom fields, navigate to the "Custom Fields" section within “Settings” and click on the "Folders" tab. Here, you can see existing folders or create a new one to group fields logically. Folders ensure a cleaner structure, making it easier to locate and manage specific fields. In this example the Folder also serves as Dropdown Area by default.

Create a New Folder

Click on the “Add Folder” button to create a new grouping for your custom fields. Provide a relevant name, such as "List of Plumbing Options," and select the object it will associate with (e.g., Contact, Company, or Opportunity). Once created, you can navigate into this folder to add your fields.

Add New Field

Within the newly created folder, click on the “Add Field” button to begin defining your custom field. This step allows you to customize the type of input you wish to capture, such as text, dropdown options, checkboxes, or file uploads.

Customize your Fields

When adding a new field, you have multiple configuration options:

• Input Types: Single-line text, multi-line text, number, or phone.
• Choosing Options: Dropdowns (single or multiple), checkboxes, or radio selects.
• Others: File uploads or digital signatures.

For example, if creating a dropdown for "Plumbing Services," you can specify multiple options like "Sewer/Septic Tank," "Appliance Installation," or "Pipe Cleaning." A preview of the field ensures you can validate its layout before saving.

Save and View your Changes

After finalizing the custom field configuration, save your changes. The newly created fields, such as the "List of Plumbing Options," will now appear under the designated folder. You can then see these fields applied to the Contacts object, allowing you to collect and utilize the specified data effectively.

Now as mentioned in the beginning of this Demonstration we can now see the Dropdown Area called “List of Plumbing Options”, the Choosing Option Field and SingleTextline Field we created for our Contacts Object.

Navigate and Manage Custom Fields

Navigate to Custom Fields

The "Custom Fields" section in Wind Solutions allows you to manage and customize data attributes for different objects like Contacts, Companies, or Opportunities. To begin, navigate to “Settings” > “Custom Fields”. Here, you will find options to view and manage all fields, organize them into folders, or access deleted fields for recovery.

View/Filter/Search Options

The interface provides robust filtering and search capabilities:

• Tabs: Switch between "All Fields," "Folders," and "Deleted Fields."
• Search Bar: Quickly locate specific fields by name or key.
• Group By: Organize fields based on predefined categories such as "Contact," "Opportunity Details," or custom folders like "List of Plumbing Options."

These tools ensure streamlined navigation and efficient data management.

Bulk Actions on Custom Fields

Streamline field management with bulk actions:

1. Select Multiple Fields: Choose the fields you want to edit, delete, or reorganize.
2. Actions Menu: Use the dropdown to execute tasks like "Edit," "Delete," or "Move to Group."

This functionality is ideal for large-scale updates, saving time and effort. Note: That you cannot edit/delete any Standard Custom Fields, the “City” Example in the first image is a Standard Field which is not editable or Deleteable.

Add Folders and Fields

To better organize your fields, you can:

• Add Folder: Click the "Add Folder" button, name your folder, and assign it to a specific object.
• Add Field: Use the "Add Field" button to define new attributes like phone numbers, dropdowns, or checkboxes.

Folders and fields help structure your data for better usability and clarity.

Add Folders

Create custom folders to group related fields:

1. Click Add Folder.
2. Provide a name (e.g., "Contact Details" or "List of Plumbing Options").
3. Assign the folder to a relevant object like Contacts or Opportunities.
4. Save the folder, and it will appear in the folder list for future use.

Manage Folders

Folders provide a structured way to organize fields:

• Access the "Folders" tab to view all available folders.
• Options like "Rename" or "Delete" can be used to modify or remove folders as needed.
• Note that this is again a Standard Field/Folder and we are not able to Delete or Rename this.

Add Fields

Define new data attributes with customizable input types:

1. Choose the desired input type (e.g., text, dropdown, checkbox).
2. Provide a name, placeholder text, and a unique key.
3. Customize options such as default values or additional preferences.
4. Save the field, which will then be visible under the selected folder or category.

Manage Fields

• Standard fields (e.g., First Name, Email) and custom fields are listed with their unique keys and creation dates. Note that these Fields are not Editable nor Deleteable!
• Use the action menu to edit, delete, or move fields to different folders.

Edit Custom Fields

Modify field settings to align with evolving requirements:

1. Select a field from the list and choose "Edit."
2. Update properties like field name, group, or options (e.g., add more dropdown values).
3. Save changes, ensuring the updates are reflected across your Sub-Account.

Edit searchable Fields

Customize which fields are searchable from Searchbars within your Sub-Account:

1. Click the "Edit Searchable Fields" option.
2. Select an object (e.g., Contacts, Companies).
3. Choose fields to make searchable (e.g., Tags, Business Name, or Contact Type).
4. Save changes to improve search functionality.

Restore Deleted Fields

Recover previously deleted custom fields:

• Navigate to the "Deleted Fields" tab and click on the Link which transferrs you to the Audit Log.
• Review the list of deleted fields and their audit logs.
• Click "Restore" to reinstate a deleted field, ensuring no critical data is lost.

This feature is crucial for maintaining data integrity and avoiding accidental losses.

Best Practices

Define Clear Objectives

Before creating custom fields, identify the specific information your team needs to capture. This ensures fields are relevant and not redundant.

Group Fields Logically

Organize fields into folders such as Contact or Company Info to make navigation and management straightforward for all users.

Standardize Naming Conventions

Use consistent naming to ensure easy identification and reduce confusion. For example, prefix fields with their context (e.g., Contact_Address, Company_Industry).

Leverage Unique Keys in Automations

Integrate unique keys into email templates, workflows, or reports to maximize the value of your custom fields.

Regularly Audit and Clean Fields

Review your custom fields periodically to delete outdated or unused ones, keeping your Sub-Account optimized and user-friendly.

FAQ

What are “Custom Field” within Wind Solutions?

Custom fields in Wind Solutions allow you to capture specific information beyond the default CRM fields. These fields can be associated with objects like Contacts, Companies, or Opportunities. Users can configure data input types such as text, dropdowns, checkboxes, or file uploads. Each custom field is assigned a unique key, enabling its integration into automation and personalization processes.

 

 

What are Custom “Objects” within Wind Solutions?

Custom objects enable businesses to create entirely new data structures tailored to their needs. These objects can represent entities such as products, projects, or specialized records not covered by standard CRM features. They allow for associations, such as linking contacts to opportunities or companies, with configurations like “many-to-many” or “one-to-many” relationships. This feature provides advanced customization for business workflows.

 

 

What are “Custom Values” within Wind Solutions?

Custom values are reusable variables that can hold static data, such as URLs, promotional codes, or standard text snippets. These values can be referenced in automations, email templates, and workflows using their unique key (e.g., {{custom_values.promotion_name}}). They streamline processes by ensuring consistency and reducing manual updates.

 

 

Conclusion

Custom fields are a cornerstone of CRM customization, providing businesses with the flexibility to tailor data management to their exact requirements. By understanding and applying the key features and best practices, organizations can significantly enhance their operational efficiency and customer relationship management.