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# Custom Fields

# Custom Fields

Add custom data fields to CRM entities (contacts, companies, leads) to capture information specific to your business.

## What are Custom Fields?

Custom fields let you add data fields beyond the standard ones. Capture industry-specific or business-specific information that's important to you.

## Why Use Custom Fields?

**Benefits:**
- **Industry-Specific Data**: Add fields relevant to your industry
- **Better Organization**: Categorize and filter by custom data
- **Complete Profiles**: Store all information you need
- **Reporting**: Filter and report on custom fields

## Creating Custom Fields

### Access Custom Fields

1. Go to **Settings** → **Custom Fields**
2. Select **Entity Type** (Contacts, Companies, Leads)
3. See existing fields or create new

### Field Configuration

**Basic Settings:**
- **Field Name**: Label shown in forms
- **Field Type**: What kind of field (text, number, date, etc.)
- **Slug**: Internal identifier (auto-generated)
- **Required**: Make field mandatory
- **Default Value**: Pre-fill value (optional)

**Field Types:**
- **Text**: Single line text input
- **Textarea**: Multi-line text input
- **Number**: Numeric value
- **Date**: Date picker
- **Dropdown/Select**: Choose from options
- **Checkbox**: Yes/No toggle
- **File**: Upload attachment

### Dropdown Options

For dropdown/select fields:
1. Select **"Dropdown"** as field type
2. Click **"Add Options"**
3. Enter option values (one per line)
4. Save options
5. Options appear in dropdown

## Using Custom Fields

### In Forms

Custom fields automatically appear:
- **Contact Form**: When creating/editing contacts
- **Company Form**: When creating/editing companies
- **Lead Form**: When creating/editing leads

### Filling Custom Fields

1. **Open Form**: Create or edit record
2. **Find Custom Field**: Scroll to custom fields section
3. **Enter Value**: Fill in custom field
4. **Save**: Value saved with record

### Viewing Custom Fields

Custom fields appear in:
- **Record Detail**: View full record
- **Record List**: Can show in table (if configured)
- **Filters**: Filter by custom field values
- **Exports**: Included in data exports

## Organizing Custom Fields

### Field Groups

Organize fields into groups:
1. **Create Group**: Name the group
2. **Add Fields**: Assign fields to group
3. **Display**: Fields grouped in forms

**Common Groups:**
- "Industry Information"
- "Billing Details"
- "Custom Data"
- "Internal Notes"

### Field Order

Reorder fields:
1. Go to custom fields settings
2. Drag fields to reorder
3. Save
4. Order reflects in forms

## Field Types Explained

### Text Field

Single line text:
- **Use For**: Names, titles, short descriptions
- **Example**: "Account Manager", "Industry Code"
- **Max Length**: Usually 255 characters

### Textarea

Multi-line text:
- **Use For**: Notes, descriptions, long text
- **Example**: "Special Requirements", "Notes"
- **Rows**: Configurable height

### Number Field

Numeric value:
- **Use For**: Quantities, amounts, IDs
- **Example**: "Employee Count", "Annual Revenue"
- **Decimals**: Can allow decimal values

### Date Field

Date picker:
- **Use For**: Important dates
- **Example**: "Contract Start Date", "Renewal Date"
- **Format**: Date only or date + time

### Dropdown Field

Select from options:
- **Use For**: Categorized data
- **Example**: "Industry", "Customer Tier", "Status"
- **Options**: Pre-defined list

### Checkbox Field

Yes/No toggle:
- **Use For**: Boolean flags
- **Example**: "VIP Customer", "Newsletter Subscribed"
- **Values**: True/False

### File Field

Upload attachment:
- **Use For**: Documents, images
- **Example**: "Contract PDF", "Logo Image"
- **Types**: Various file types supported

## Best Practices

1. **Plan First**: Think about what data you need
2. **Use Clear Names**: Descriptive field names
3. **Group Related Fields**: Organize into logical groups
4. **Set Defaults**: Use default values when helpful
5. **Make Required**: Mark important fields as required
6. **Use Dropdowns**: For standardized data (industries, tiers)
7. **Don't Overdo It**: Only add fields you'll actually use

## Common Custom Fields

### For Contacts

- **Industry**: Dropdown (Healthcare, Technology, etc.)
- **Customer Tier**: Dropdown (VIP, Standard, etc.)
- **Account Manager**: Text (person's name)
- **Contract Value**: Number (annual contract amount)
- **Contract Start Date**: Date
- **Special Requirements**: Textarea

### For Companies

- **Industry**: Dropdown
- **Company Size**: Dropdown (Small, Medium, Large)
- **Annual Revenue**: Number
- **Number of Employees**: Number
- **Tax ID**: Text
- **Account Manager**: Text

### For Leads

- **Lead Source**: Dropdown (already available as standard)
- **Estimated Value**: Number (already available as standard)
- **Probability**: Number (already available as standard)
- **Decision Maker**: Text
- **Budget Confirmed**: Checkbox
- **Timeline**: Text

## Editing Custom Fields

### Modify Field

1. Go to **Settings** → **Custom Fields**
2. Find field
3. Click **"Edit"**
4. Make changes
5. Save

**Note**: Changing field type may affect existing data. Be careful.

### Delete Field

1. Find field
2. Click **"Delete"**
3. Confirm deletion
4. Field removed

**Warning**: Deleting field removes all values. Data cannot be recovered.

## Filtering by Custom Fields

Use custom fields to filter:

1. Go to module (Contacts, Companies, Leads)
2. Open **"Filters"**
3. Find custom field
4. Set filter value
5. Apply filter
6. See filtered results

## Exporting Custom Fields

Custom fields included in exports:
1. Go to module
2. Click **"Export"**
3. Choose format
4. Download
5. Custom field data included

## Troubleshooting

**Custom field not showing?**
- Verify field is active
- Check field is assigned to correct entity type
- Refresh page
- Check form view

**Can't save custom field value?**
- Check field is not required (if leaving empty)
- Verify data format matches field type
- Check field validation rules
- Try refreshing page

**Field type change issues?**
- Changing type may lose data
- Backup data before changing
- Test with one record first
- Contact support if needed

For more help, see [Common Issues](../troubleshooting/common-issues.md).

## Next Steps

- [Managing Contacts](https://help.swellsystem.com/en/article/managing-contacts-mzfqpe/) - Use custom fields in contacts
- [Managing Companies](https://help.swellsystem.com/en/article/managing-companies-bt8d7d/) - Use custom fields in companies
- [Leads Pipeline](https://help.swellsystem.com/en/article/leads-pipeline-19ebzi1/) - Use custom fields in leads