A custom field is a user-defined field that stores information not otherwise provided in a contact profile.
When creating a custom field, you can specify the format of the custom field value. You can add text, number, currency, convertible currency, date, and relationship custom fields. For example, you can add a custom date field that only accepts date values. Relationship custom fields only support specifying another contact as the custom field value.
A custom field group enables you to group related custom fields together. The system contains six groups, which are editable by your system administrator. A custom field group defines the following in NexJ CRM:
- The types of contacts that users can add the custom field to. For example, a custom field group can make a custom field available to only company contacts.
- The tab name that displays on a contact's profile on the Contacts workspace. For example, custom fields in the Profile group display in the Profile tab in NexJ CRM.
A custom field can belong to only one group. By default, the Profile and Private custom field groups display on the Contacts workspace.
Depending on permissions in your system, system administrators, business administrators, and users can use and manage custom fields in the following ways:
In NexJ Admin Console, system administrators can create, modify, and delete custom fields and custom field groups.
On the Customize workspace, business administrators can create and delete custom fields from the system, modify custom fields properties and contact types, and manage the order of custom fields.
On the Contacts workspace, users can add and remove custom fields for individual contacts, modify custom field values, and add custom fields to the system.
Best practices for using custom fields
You can set up and maintain custom fields at run time. Custom field data becomes available for filtering, searching, and reporting as soon as it is added to the system.
Consider using custom fields to:
- Store optional contact data used by a limited number of contacts in the system
- Store contact-level information, for example, interests, demographics, and financial information
- Track relationships
Avoid using custom fields to:
- Store business-critical contact data that:
- Is frequently used for the majority of contacts in the system
- Is used by NexJ CRM business logic or that is integrated with other functionality in NexJ CRM, for example, Service Level Management (SLM) functionality
In these cases, consider working with your development team to add or customize a contact attribute in the model.
- Track aggregate account-level information, such as products and services, or restrictions. Custom fields do not aggregate at the household-level.
Some examples of custom fields include:
- Referral Source
- Favorite Sports Team
Best practices for creating custom fields
While you can allow users to manage their own custom field types, doing so can result in duplication of custom field types over time. Avoid duplication of fields to ensure that the number of custom field types does not grow beyond system limits.
NexJ recommends that a central team, such as a business administration group, manages custom field types. This group should have responsibility for:
- Collecting requests for new custom field types from users or teams
- Configuring new custom fields or leveraging existing custom fields
- Providing recommendations for use of existing custom fields
Ensure that only the centralized team has create and edit privileges for custom field types. Custom field types may be made visible to other specific groups as needed.