Custom fields allow you to store information for your contacts not already stored in the standard fields. Custom fields are especially useful for personalizing communication, because you can refer to details that illustrate your attention to the contact's personal life. They also allow you to run filtered searches so that you can quickly pull lists of specific types of contacts or contacts for whom a holiday, event, or opportunity is most relevant.
How to add custom fields
1. Go to the Custom Fields page in Settings. On team accounts, all team members have access to this tab.
2. Click Create Custom Field at the top right.
Title the custom field you want to create and select which type of field you want it to be. You can also set a default value for the field, which will always be present. Otherwise, the field will be empty or null until you set a value.
It's important to choose the right type of custom field for your data, so that you will be able to search for and filter your contacts:
A Text (Single-Line) field is a text field in which you can freely type a short amount of data. For example, you might use this field for a spouse's name. You can filter on the content of the field.
A Text (Multi-Line) field is a scrollable text field in which you can freely type a large amount of data. For example, you might use this field to indicate a set of interests or hobbies. You can filter on the content of the field.
A List field has a dropdown menu. You can set the dropdown options using the last field. Type one option per line. You will only be able to select one option when selecting data for this field for a contact. For example, you might use this field to indicate a referral source. You can filter on any of the list values in the field.
A True/False field creates a binary option to indicate yes/no, presence/absence, etc. For example, you might use this to determine if the contact should be on a holiday card list. You can filter on whether the field is set to true or false.
A Number field allows you to enter a number up to 10 digits before the decimal and 8 digits after the decimal: 9,999,999,999.99999999. For example, you might use this field for a price. You can filter on a range of numbers, or minimum and maximum.
A Date field holds a date in the past or future. For example, you might use this field to indicate when a deal closed. You can filter on a range of dates, or before and after.
3. Click Save.
Are custom fields searchable?
You can filter on custom fields. For text fields, you'll be able to construct that filter based on the text in the field.
How do I create custom fields to be used across my team?
All custom fields are automatically available for all team members to use.
Can I make it so that only some custom fields are available to my team?
No, all custom fields are always available to all team members.
Can team members see data in custom fields for my personal contacts?
No. Team members can see that a custom field is available for use, but they can't see any specific data for that field for a particular contact unless that contact is their own or has been shared with them.
Why don't I see a custom field on a contact record?
If you want a custom field to show on the contact record regardless of if it contains data, you must set a default value for the field. To do this, go to Settings and edit the field in the Custom Fields tab. If you don't set a default value, a custom field is only visible when it has data (when the user has edited the contact and entered data in the custom field). You will see these fields when editing the contact.
What happens if I delete a custom field?
Deleting a custom field removes both the field and any data entered in the field. The field and data are removed from all contacts, including team members' contacts.
Will custom fields be included when I export my contacts?
Can I import custom fields when importing contacts from a spreadsheet?
Yes. Make the spreadsheet column the name of the custom field and choose "Custom Field" during the mapping step when importing the spreadsheet. It's best to create the field before attempting to import, as you will have more options as to what type of field you'd like to use. See here for more details.