Creating User-Defined Fields

Options When Creating User-Defined Fields

Field Name field: This will not only be the name displayed next to the field when viewing it in a contact’s record, but also the name that will be displayed if this field is added to public-facing forms (ex. your event registration form).

Type field: You can create any type of field you are looking for.

• Select One: This will be a drop-down field where only one value can be selected. Specify the possible values in a comma-separated list in the large text box.

    An example of a Select One field is asking what shirt size the contact wears.

• Select Multiple: This will be a checklist field where multiples values can be selected. Specify the possible values in a comma-separated list in the large text box.

    An example of a Select Multiple field is what industry the company works in.

• Trend Data: This is data tied to dates. You can add data based upon date(s) which would be the x-axis, and there would be a y-value entered in, so you can see user-defined field values that are set for this data field tracked through time.

    An example of a Trend Data field is revenue generated by the contact over time.

• Integer: This is a number field that will only allow for a whole number to be entered (no decimals or non-number values will be allowed).

An example of an Integer field is the number of employees that work at the contact’s company.

• Date: This is a date field in the YYYYMMDD format.

    An example of a Date field is the expiration date of the contact’s membership.

• Open Text: This is an open text field where you can store any information about the contact you would like with no character limit.

    An example of an Open Text field is to have the contact’s list of awards and recognitions.

• Short Text: This is a short text field where you can store any information about the contact that you would like limited to 150 characters.

    An example of a Short Text field is to have the contact’s nickname.

Sharing field: When creating a user-defined field you can choose whether the field will only show in the group you are currently working in or in all of the groups in your account.

Available To field: You can choose whether this user-defined field is a contact-level field, a company-record field or both.

Show in Contacts List and Dashboard Calendar field: You can choose whether or not the user-defined field appears on the contacts list page and the calendar that appears on your Dashboard. The Dashboard calendar is where your list of events and CRM activities is displayed.

Show Company Field in Contacts List field: Check this box if you would like the user-defined field to appear as a company record field in the “Company” tab within the “Contacts” area.

Group Member Access field: You can choose whether this user-defined field is hidden, viewable (can’t edit), or editable by Group Members.

Shared Access Users Access field: You can choose whether this user-defined field is hidden, viewable (can’t edit), or editable by shared access members.

User Field Description field: This field is optional. You can include a description of this user-defined field using this text box for internal reference.

Add Trigger field: Once you have saved the initial creation of the user-defined field, an option to add a workflow trigger to the field will become available. You can use this to add automation to the field value changing (ex. from blank to a specified value). You will learn more about creating workflows in an upcoming course.

Exercise 6A: Creating User-Defined Fields

1. Open up your GreenRope account

2. Make sure you are in the group you created in Exercise 4A

3. Click on the "Guide Me" button

4. Complete the “Create a Custom Field” interactive exercise

   • Based on the type of group you created, create a “Select One” field type

For reference, here are the steps to creating a user-defined field:

1. Open up your GreenRope account

2. In the group drop-down list, select the group you want to create the field in

3. Hover over Contacts (in the navigation bar)

4. Click “User Fields”

5. Click on “Add New Custom Field” button

6. Fill out the new field’s details

7. Click “Save Changes”