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Using Custom Fields to expand your contact, company and deal information.
Using Custom Fields to expand your contact, company and deal information.

Learn more about using custom fields to customize your data and engagements.

James M avatar
Written by James M
Updated over a week ago

Focus: The focus of this public FAQ/Self Help guide is to provide you with an overview and details of using custom fields for your contact and company field data.

What is a Custom Field?: A custom field is a unique item that can be added to your Cliently account to add to the Contact and Company default fields that Cliently provides.

What types of fields do you offer?: In Cliently, you can add ‘text’, ‘numeric’, ‘date’ and ‘single select dropdown’ field types. We offer validation for these types of fields to make sure correct data goes into the correct type of field.

Setup for individual teams/workspaces: Custom fields are unique to each team/workspace in your account. Once they have been created, any member of the workspace can utilize these fields in their import process or outgoing messages.    

Which team member permissions has access to Custom fields to allow to create and delete?… Owners, Administrators and Managers have access to add/delete custom fields. Users with the role of Team Member can only use the custom fields created in the workspace and add/update information on their contacts/deals. They will not have access to edit, delete, or add custom fields to the account workspace.

Can Custom fields be used with Tokens? All but Deal custom fields, Check out the steps below for more information.

Can I use Custom field as tokens in my signature? At this time we do not have options to use custom field tokens for the signature setup.

Can Custom fields be populated with an imported contact? Yes, any custom fields created in the account workspace will be available during the import process, as soon as the fields have been created in the account settings. Scroll down for more information.

Will Custom Fields be exported to my CSV? Yes. Custom fields are available in the export of your contact/company information.

Step 1: Access your specific team/workspaces. From the top right avatar menu, click on “Switch teams” to select the team you wish to add the custom fields too.

Step 2: Access Custom Field setup. Next, we want to access Custom Fields. To do this, click on the top right avatar menu, then click on “Custom Fields”.

Step 2-A: Adding custom fields via Import process. Cliently also provides options to create your custom fields while importing your contacts. All steps and rules apply when creating custom fields this way. Click here to learn more about Importing your contacts and companies into Cliently.

Step 3: Overview Creation of custom field steps. When accessing “Custom Fields” for the first time, you can gain access to other parts of Cliently Settings on the left, in addition to the custom fields view on the right. Here you can choose between Contact, Company or Deal. Default fields are shown for each category.

Step 3-A: To create a new field, click on the “New Custom Field” button in the top right corner of your screen. Then select your category: Contact, Company or Deal

  1. Contact - Custom fields that will show under the Contact fields for the contact.

  2. Company - Custom fields that will show under the Company fields for the contact.

  3. Deal - Custom fields that will show under the Deal fields.

Step 3-B: Naming the field. Please provide a name of the field you wish to add to either contact or company. Pro-tip: Name your fields specifically for the type of data you will add for those fields. Make the field name unique for easier identification for future use.

Step 3-C: Field types. This section is very important. When you create these custom fields, you will need to designate what type of data will be used for that field. For Cliently custom fields, we have three (3) options:

  1. Date: Use a date field type to enter dates. Example: ”01/31/2021”, “Jan 31, 2021,” “2021-01-31”, “January 31, 2021”,

  2. Number: Use the numeric field type to enter number-only data. Example: 1420

  3. Text: Use a text field to enter any alphanumeric text string, including special characters. Example: Microsoft Windows 10.

  4. Dropdown List: Use this field to have a selection of choices for each contact. You can have multiple choices, but only 1 can be selected per each custom field. Example: Choose option: Alpha, Beta, Gama, Delta.

In the following example, we will create a Contact category field, with the “Text” field type.

Now this custom field can be used for your contacts.

Step 3-D: Example of custom field created:

Step 3-E: Editing the name of the custom field. By clicking on the name of the field, you can modify the naming convention of the field. We do not allow you to edit the ‘field type’ of an existing field.

Step 4: Accessing Contact records and adding data to custom fields manually. Once your fields have been added, you can access your “Contact’s” contact records and you will see your new custom fields. Click “on the custom field name” to bring up the field editor to type in your field data. You can now type in the data for this new field and click on the blue “checkmark” to save it for this specific contact or company.

Step 5: Accessing Company records and adding data to custom fields manually. Once your fields have been added, you can access your “Company” page to edit and fill in custom company data:

Step 6: Accessing Deal records and adding data to custom fields manually. Once your fields have been added, you can access your “Deals” page to edit and fill in custom Deal data:

Step 7: Using tokens with custom field data in the Cliently web app. Tokens are a great time saver and can be added in your global flows and custom Contact flows. Custom fields can be used as tokens to auto-populate your data for flows. Click here to learn more about tokens.

Once your custom fields have been added, you can use your new custom fields as tokens anywhere that tokens can be used. Here is an example of custom fields being used as tokens for a global flow.

Step 8: Using tokens with custom field data in the Cliently extensions. You can also use custom fields for tokens in the following extensions with Cliently. Salesforce, Hubspot and pipedrive. Please note: In order to populate these fields you must open the contact record in the Cliently Web app to add the data. Our team is working on updating this in the future.  Example shown using custom token sin the Salesforce extension:

Step 9: Custom fields in Imported files. Once the fields have been added, you can also use those new fields to populate in Cliently when importing your own data. Custom fields will show at the bottom of the selectable fields dropdown, when mapping your CSV fields, during the import process. Click here to learn more about imports.

Step 10: Custom fields to be used in the Cliently Zapier Integration. Once you have your custom fields setup, you can also use them in Zapier integration setup for Triggers (to use custom field data to be sent to another CRM) or Actions (Sent data from CRM’s into your Cliently contacts). Click here to learn more…

Step 11: Deleting of custom fields. At any time, you can also delete any custom fields you have created. Click on the ‘dark garbage can” icon to the right side of the field, review and then click on “Delete Field”.

Please note that this will cause all associated data to be deleted from your workspace for ALL of your account users. Are you sure you want to delete your custom field? This deletion is PERMANENT, we do not have an option to restore deleted fields and the data that resided in them.

PRO-TIP: Be sure to update your global flows and remove any custom ‘tokens’ for any deleted custom fields.

Step 12: Using Custom fields in order to filter contacts. By going to the “Real-time View” page, then using Filters, you can now filter your contacts by the use of Custom fields. Click here to learn more  about using contact filtering.

Using Custom Field types for filter searches:

  1. Date Custom Field - Uses ‘absolute’ and ‘relative’ statements in order to search for dates.

  2. Number Custom Field - Uses “is greater than”, “Is less than” types of filter searches

  3. Text Custom Field - Uses “contains”, “does not contain” types of filter searches

  4. Dropdown List Custom Field - Uses “is” and “is not” types of filter searches.

Need Help? If you need any help with using “Custom Fields” please log in to your Cliently account and click on the red “Help/Chat” icon, found on the bottom right side of your account.

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