When you create a lead, person, company, opportunity, project or task in ProsperWorks, you're presented with fields to fill out to give that record more meaning and context within your workflow. While the default fields are intended for the average ProsperWorks use case, we know your business is unique, and so is the data you need to collect. That's why we also give admins the option to add new custom fields to your records. Company Users who are not admins can fill in the value of a custom field, but they cannot build a custom field from scratch.
Note: If you are creating custom fields for the purpose of importing data into ProsperWorks, please check out our 'Importing your Data into ProsperWorks' article first.
In this module, we'll tackle the following:
Need to collect and store data about your records that's unique to your workflow? Just create a custom field. (You must be an admin to do so). The graph below shows the field types you can create; plus their definition; character limit; whether they're searchable and filterable; and how to ensure they're successful in a data import:
|Type||Definition||Character limit||Searchable?||Filterable?||How to identify in spreadsheet during import of data|
|Text Field||Short word or phrase||250||Yes||No|
|Text Area||Longer paragraph||1,000||Yes||No|
|Dropdown *||Menu with multiple possible selections. Only one selection can be made at a time||255 for each field||Yes||Yes|
|Date||Lets you choose a date from a calendar. Displays the date in MM/DD/YY format.||No||Yes||DD/MM/YYYY or MM/DD/YYYY|
|Checkbox||Checked for yes, unchecked for no||No||Yes||This is a boolean value. Put in one column and select true or false, OR you can put 1 for true, or 0 for false|
|Number Field||Only numbers can be entered||20||No||Yes|
|Currency||You enter a monetary amount, which is associated to the currency you've specified throughout the system.||20||No||Yes|
|Multi-Select Dropdown *||Menu with multiple possible selections. More than one selection can be made at a time.||No||Yes||Put in one column and separate with semicolons|
|Tags||Keywords that can be used to associate records||Yes||Yes||Put tags individually in separate columns that are all titled "Tag" and they will be created on import|
Before you create custom fields or customize your existing fields, be sure to consider the following:
- Do you intend to import data from another CRM? Check out our importing article to ensure your fields are on track for a success.
- What reports do you intend to create for each record type to measure success? Write these down, then write down the custom fields that can help capture and store the data needed to create these reports.
- Sign into your ProsperWorks account, and click 'Settings' from the left-hand menu.
- Select 'Custom Fields' from the 'Customize ProsperWorks' section.
- Choose the record type you want to create a field for.
- You'll see this box appear:
- Choose the option to 'Create New Field.'
- Choose your field type.
- Give the field a label. This is the name that will identify the field on the record.
- Click 'Create Field.'
Once your custom and default fields are in place, you may want to reorder them so your form for creating/editing a record is more intuitive. You might also have fields that are vital to your reporting, and you want to require that users fill them out. If your form for creating/editing a record gets too crowded, you can clean it up by deactivating fields. All this and more is explained in our article on 'Reordering, Requiring, Deactivating or Reactivating fields.'
You can filter records for a certain selection made on a custom or default field. The only exceptions to this rule are text fields, text area fields, or URL fields. Check out our 'Filtering your Records' article to learn how this is done!
You can also add a custom field as a column in a list of records. This lets you see the field value on each record in the list. To learn more, check out our article on 'Working with Customizable Columns in List Views.'
Some people also create custom fields to capture data they'll import into ProsperWorks. It's important to be precise when creating custom fields for this purpose, and we recommend checking out our article on 'Importing Data into ProsperWorks' to ensure you set your fields up correctly.
Still have questions?
Still have questions? Ask in our Community, and get answers from our Customer Success Team as well as fellow users.