Custom Fields

Written By: Sam KoekemoerContributors: ...

Custom fields are there to store any extra information about your Contacts, Opportunities or Accounts. They can be used in Forms, in Emails as a Merge Variable and are available in Imports/Exports.

Creating a Custom Field

  1. Click on the green New button at the top right (or Click Here)
  2. Select Custom Field
  3. Click + Add Field at the top right
    1. Lead Field - This field will appear on your Contacts
    2. Account Field - This field will appear on your Accounts/Companies
    3. Opportunity Field - This field will appear on your Opportunities/Deals
  4. Name your field
  5. For Contact Fields only: Choose where you want your field to be used:
    1. Visible in Contact Manager - Decide whether this field will be visible on your contacts. If you don't tick this option, the field will still be available in Automations, Imports and Exports.
    2. Editable in Contact Manager - Decide whether you would like users to be able to edit this field on individual contacts. If you don't tick this option, the value will be displayed but greyed out. The field can still be edited through Forms and Workflows.
    3. Available when creating Forms - Decide whether this field should be available to add to Forms
    4. Email merge variable - Decide whether you would like to use this field in emails to Contacts, or to be used to decide which Dynamic Email Content to display.
  6. For Opportunity Fields only:
    1. Show On: Select the pipeline that the field should be displayed on (all pipelines or a specific pipeline)
    2. Required: Select if the field should be required when the Opportunity is Created, or Closed with a specific status (Won/Lost/Archived)
  7. Click Create Field

Custom Field Types

  1. Text input - A simple text box, is able to store up to 255 characters of text
  2. Text Area - A larger text box with multiple lines, is able to store 2 000 characters of text
  3. Hidden - Used primarily in Forms, to submit a default value with certain forms
  4. Drop-down Select - Dropdown menu, user or contact can select one of many possible values
  5. Country - A Dropdown menu, populated with a full list of countries
  6. States - A Dropdown menu, populated with a list of US States - not applicable to other countries
  7. Boolean - A single checkbox, meant to store True/False values. Stored in the database as 0 - False / 1 - True
  8. Checkbox Group - A multi-select option, contacts can have any number of options selected. Stored in the database as a comma separated list of values that are ticked.
  9. Radio Group - Similar to a Dropdown Select (only one option can be selected at once), but displayed as a Radio Group.
  10. Phone Number - Same as the Text Input, but validated for phone numbers
  11. Date Picker - Stores a Date, brings up a Date Picker in Forms and the Contact Manager
  12. DateTime Picker - Stores a Date and Time, commonly used for Events, see Webinars and Events. DateTime pickers can be used to schedule time-based workflow actions.
  13. URL - Stores a link, displayed in the Contact Manager with a button that opens the link in a new tab
  14. Bit - Same as the Boolean type field
  15. File Upload - Used to store files, commonly used for CV's of prospective employees or signed agreements with clients. Files are uploaded to SharpSpring, and the field stores the URL of where the file is located.
  16. Attachment URL - Used to store the URL of an external file

How to organize and reorder custom fields

To reorder custom field positions within categories in the Custom Field Manager, do the following:

  1. In SharpSpring's top toolbar, click New > Custom Fields
  2. Open the category you want to organize.
  3. Hover over the custom field until the drag icon appears.
  4. Click-and-drag fields within the category to reorder as desired.
  5. Do the same for all the custom fields in that category.
  6. Click Save Field Order.

Note: You can only reorder custom fields within the same category.

How to organize and reorder categories

To reorder category positions in the Custom Field Manager, do the following:

  1. In SharpSpring's top toolbar, click New > Custom Fields
  2. Hover over the category until the drag icon appears.
  3. Click-and-drag categories to reorder as desired.
  4. Click Save Category Order.

How to move custom fields to different categories

To move custom fields into different categories, do the following:

  1. IIn SharpSpring's top toolbar, click New > Custom Fields
  2. Scroll to the Uncategorized category or to any category where the desired custom field is.
  3. Click settings icon ⚙️ opposite the custom field and select Move to Category.
  4. Select the category to move the field to. If the category doesn't exist yet, select + New Category.