Creating and managing custom fields in Sell

In addition to the many data fields that are available for you to use in your leads, contacts, and deals, you can also create custom fields to store additional information. For example, you may want to add a Skype name or an anniversary date to the contact card.

After you have added custom fields, you can also use them to filter your leads, contacts, and deals by information specific to your business. To do this, set your custom fields as filterable.

This article covers the following topics:

• Adding custom fields
• Setting the order of custom fields
• Editing and deleting custom fields

Adding custom fields

Custom fields are created separately for your leads, contacts, prospects and customers, and deals. You need admin rights to create custom fields. After they’ve been added to the account, custom fields can be applied by all Sell users.

You need admin rights to create the following types of custom fields:

• Single Line Text
• Paragraph Text
• Number
• Checkbox
• Dropdown
• Multi-Select
• Date
• Email
• Phone
• Address
• URL

Administrators add custom fields separately for leads, contacts, prospects and customers, and deals. These are defined in the Admin settings and then appear as additional fields that can be added by Sell users.

Note: The following types of custom fields cannot be used as filters: checkbox, paragraph text, email, address, phone number, and URL.

To add a custom field for leads

1. Click the Settings icon (), then select Customize > Leads.
2. Under Custom fields, click Add Field.

   

3. Add the Field Label.
4. Select the Field Type.
5. Set the following options:
   • Filterable - When selected, this field can be used as a filter to view leads.
   • Value editable only by admin - When selected, only admins are able to change the value of this field.
   • Upon conversion transfer to deal - Checking this box transfers the custom field to the deal card if a deal is created as part of the lead conversion process.
   • Upon conversion transfer to person - Checking this box transfers the custom field to the individual contact card if an individual contact's first and last name are present on the lead.
   • Upon conversion transfer to company - Checking this box transfers the custom field to the company contact card if a company name is present on the lead.
6. Click Save.

To add a custom field for contacts

1. Click the Settings icon (), then select Customize > Contacts.
2. Under Custom fields, click Add Field.

   

3. Add the Field Label.
4. Select the Field Type.
5. Set the following options:
   • Filterable - When selected, this field can be used as a filter to view contacts.
   • Value editable only by admin - When selected, only admins are able to change the value of this field.
   • Show on person cards - Select this option if you want the custom field to appear on person cards.
   • Show on company cards - Select this option if you want the custom field to appear on company cards.
6. Click Save.

To add a custom field for prospects and customers

1. Click the Settings icon (), then select Customize > Prospects and Customers.
2. Under Custom fields, click Add Field.

   

3. Add the Field Label.
4. Select the Field Type.

   The Multi-select field type is not an option for custom fields that are in the Prospects and Customers section of Sell.

5. Set the following option:

   Filterable - When selected, this field can be used as a filter to view prospects and customers.

6. Click Save.

Note: When a contact is qualified as a prospect or customer, the custom fields for that contact are also added as Prospects and Customers custom fields. This means that the custom fields exist in both locations in the Admin settings. If you want to delete a custom field that exists in both places, you must delete both separately; deleting a shared custom field in contacts does not also delete it in prospects and customers.

To add a custom field for deals

1. Click the Settings icon (), then select Customize > Deals.
2. Under Custom fields, click Add Field.

   

3. Add the Field Label.
4. Select the Field Type.
5. Set the following options:
   • Filterable - When selected, this field can be used as a filter to view deals.
   • Value editable only by admin - When selected, only admins are able to change the value of this field.
6. Click Save.

Note: The Enterprise and Elite versions of Sell include an option to create custom fields for your sales pipelines (see Working with multiple sales pipelines).

Setting the order of custom fields

When creating multiple custom fields, users with admin rights can also set the order in which they are displayed on the lead, contact, prospect and customer, and deal cards.

To set the order of custom fields

1. In your list of custom fields, click the sort arrows (up or down) to change the order of the custom fields.
2. (Alternatively) You can drag the custom fields up and down the list using the sort handle that appears when you move your cursor over the custom field (the handle is located on the right edge). Click the handle and drag the custom field into the position you want it in the list.

   Your sort order is saved automatically and is updated on the corresponding cards immediately.

Editing and deleting custom fields

Admin users are able to edit custom fields. However, if a custom field has been used and populated with data, it cannot be changed to a different type.

To edit a custom field

1. Click the Settings icon (), then go to Customize > Leads > Customize > Contacts, then click either Customize > Prospects and Customers, or Customize > Deals.
2. In your list of custom fields, click Edit for the fields you want to change.
3. Update your custom field as needed, then click Save.

You can also delete custom fields, but keep in mind that when you delete a custom field, you also delete all data that has been stored in that custom field.

To delete a custom field

1. In your list of custom fields, click the Trashcan icon () for the fields you want to delete.
2. You are prompted to confirm that you want to delete the field. Click Remove to delete the field.