Manage Fields

Manage Fields

Every Record (Companies, People, Deals, or Activities) has Standard Fields, however, Custom Fields can be added to any record type to capture information more specific to your organization/business.

To view existing Fields:

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Manage Fields” tab under Forms & Fields on the left-hand side
3. Select Companies, People, Deals, or Activities to view Standard and Custom Fields for a specific object 
4. Here you can view the name of the field, the Field type, the Field Access and the Date / Time the field was last updated

To create a new Custom Fields

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Manage Fields” tab under Forms & Fields on the left-hand side
3. Select Companies, People, Deals, or Activities based on which object the new Custom Field will live 
4. Select the blue “Add Custom Field” button in the upper right corner
   
   
5. A side panel will appear from the right side of the screen. Confirm for which object you are creating the new Custom Field and select a field type:
   
   a. Text: Allow you to enter up to 255 characters in a fixed single line field (Ex: Contact Role)
   b. Large Text: Allow you to enter up to 4000 characters in a paragraph format (Ex: Account Description)
   c. Numeric: Allow you to enter up to 255 numerals (decimals allowed) in a fixed-height field (Ex: Quantity of X Product Purchased)
   d. Monetary: Allow you to select the currency and the number amount in a fixed-height field (Ex: YTD Sales)
   e. Multi option: Allow you to create several options, and your team can pick multiple from the list (Ex: Products sold)
   f. Single option: Allow you to create several options, but your team will only be able to pick one (Ex: Industry)
   g. Phone: Allow you to enter up to 255 characters in a fixed-height field (Ex: Fax Number)
   h. Date: Allow you to pick a single date from a dropdown calendar (Ex: Last Order Date)
   i. Time: Allow you to pick a single time from a dropdown time picker (Ex: Hour of Opening)
   j. Address: Allow you to enter a location using Google autocomplete, manual entry, or via coordinate pairs (Ex: Billing Address) 
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   Note: Custom Field type cannot be changed after creation. Pin Color / Shape keys can only be created on Numeric, Monetary, Multi, or Single option fields.
   
   
   
   

6. Click the blue Next Step button in the bottom right corner to the Field Set up page. Field Set Up will depend on the type of Custom Field selected. All Custom Field Types will require selecting a name. To indicate whether a record is required or not - go to the Form Layouts page
   
   
   
7. Text Fields will allow you to add placeholder text. Single / Multi Select fields will require adding dropdown options for the pick list using the blue “Add option”  button:
   
   
   
   
8. All Custom Field Types will show a preview of what the field will look like when adding/editing a record:
   
   
   
   
9. Click “Next Step” in the bottom right corner to move to the final step of Field Access. Field Access allows you to set View / Edit permissions of this individual field. The four Field Access options are:
   • All users can view and edit - Regardless of role, any MMC user can access and update information in this field
     • Example Use Case: Fields such as Industry that the user will populate information to while working in the field
   • All users can view only - Team Members and Team Managers are unable to edit any information in this field but can view the information living here. Team Owners will always have access to edit all fields
     • Example Use Case: Fields such as Sales Volume that are sourcing from an external database 
   • Private to Team Owners - Only Team Owners can access this field to view OR edit. 
     • Example Use Case: Fields such as a backend ID number that is not applicable to the field teams day to day
   • Specific teams and roles - Customize permissions based on specific roles on specific teams
     • Example Use Case: Fields that are only applicable to one portion of the business i.e. Inside vs Outside team requiring different fields / information

To learn more about Teams, click here

  10. Click “Save Custom Field” to complete the creation of this field

To edit existing Custom Fields:

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Manage Fields” tab under Organization Details on the left-hand side
3. Select Companies, People, Deals, or Activities to view Fields for a specific object
4. To edit a specific field, click on the row of the Custom Field you would like to edit 
   a. Custom Field Type cannot be edited after the original creation
   b.  Choose to edit information such as the Custom Field name, the dropdown options, and the Team permissions/sharing. For System Required or Standard Fields - only the Field Access can be edited
   c. Deleting a dropdown option from the picklist will remove all the data for that option from existing records
5. Click Next Step and Save Custom Field in the bottom right corner to complete the edits to this field

Archiving and Deleting Custom Fields

Archiving Custom Fields allows you to keep your Custom Fields list clean of old fields that are no longer being used but maintains the data in the MMC database and prevents the need for permanent deletion of information.

It is recommended to archive fields that were previously utilized and only delete fields made in error or those that contain sensitive information.

To archive a Custom Field:

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Manage Fields” tab under Organization Details on the left-hand side
3. Select Companies, People, Deals, or Activities to view Custom Fields for a specific object 
4. Select the file cabinet icon on the right side of the row you would like to archive. Select “I’m sure” to proceed with archiving a field.

Upon archiving a  field, its data will no longer be accessible from the web or mobile application and will be removed from any existing layouts. All existing data will be preserved and the field can be unarchived at any point. To permanently delete a field - it first must be archived.

To access an archived field, click the “View Archived Fields” button in the upper right corner:

To permanently delete a Custom Field:

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Manage Fields” tab under Organization Details on the left-hand side
3. Click the “View Archived Fields” button in the upper right corner and select Companies, People, Deals, or Activities to view the Fields for a specific object 
4. Select the trash can icon on the right side of the row you would like to delete
5. This action will permanently delete this Custom Field and its data. Deletion cannot be reversed. This action will delete
   • The Custom Field configuration
   • Any values logged for the given field
     
6. Select the checkbox if you would to download data from this field to your email prior to deletion
7. Write the word “DELETE” in the text field and click “Delete Custom Field” to complete this action
   
   

Note: System Required Fields cannot be archived or deleted. Standard Fields can be archived but not deleted