Create Currency Fields

The currency field allows you to define the decimal and the precision settings based on your selected currency locale. There are four rounding options available for a currency field in the CRM:

To create currency type custom fields

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Click the required module from the module list view.
   
4. Drag and drop the Currency field type onto the desired [Module] section on the right.
   
5. In the Currency Properties popup, do the following:
   
   • Enter a name in the Field Label field.
     
   • Select the length of the field from the Maximum digits allowed drop-down list. Example, 9.
     
   • Select the number of decimal places required from the Decimal Places drop-down list. Example, 2.
     
   • Select the Rounding option from the drop-down list. Example, Normal.
     
   • Select the required checkbox if you want this to be a required field.
     
   • In the case of Leads, Contacts, Accounts and Potentials module, you will see an additional option called "Also create for". Use this to create the same field for other three modules at one go. This option is not available for the Currency field in custom modules.
     
6. Click Done.
   

Add/Rename Pick List Values

By default, some of the industry standard pick list values are available in each module. You can add new pick list values as per your organisation's business process or rename the existing values.

To add or rename pick list values

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Click the desired module from the Modules list view.
   
4. Go to the required pick list field, click the Settings icon and select Edit Properties.
   
5. In the Pick List Properties popup, you can do the following:
   
   
   
   • To add a new value click the Plus icon against a value and add the value below it.
     
   • To delete a value, click the Minus icon against the value.
     
   • To rename an existing value, simply type the new name in the place of the existing value.
     
   • To add the options all in one shot, click Add options in bulk.
     In the Add Bulk Options text box, type one value below the other.
     Click Add Choices.
   • To sort the values, click the Sort icon.
     
   • To import values, click the Import icon.
     
   • To maximise the popup, click the Maximise icon.
     
6. Choose a value from the Select default value drop-down list.
   When no value is selected, the chosen default value applies for this field.
7. If you wish to make this a required field, select the Required check box.
   
8. Click Done.
   

Replace Pick List Values

When you wish to edit the values of a pick list field in such a way that the change is also reflected in the records to which they have been associated, you can replace the pick list values.

To replace pick list values

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Select the required module from the Modules list view.
   
4. Go to the required pick list field, click the Settings icon and select Replace Values.
   
5. In the Replace Pick List popup, do the following:
   
   • In the Change value from field, select an existing value (that needs to be replaced).
     
   • In the Change value to field, select the new value (that will replace the existing value).
     
     Click Replace.
6. Click Save.
   Once the CRM completes replacing the values in the existing records, you will be duly notified.

Add Multi-Select Pick List Values

This option enables selecting multiple values while creating or editing record. For instance, your organisation may be offering different services and some of your customers may be interested in multiple services. In this case you can use the multi-select pick list value instead of single pick list value while creating a potential. Periodically, you can modify the pick list values as per your organisation's business process.

To add multi-select pick list values

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Select the required module from the Modules list view.
   The Layout Editor appears.
4. Drag and drop the Multi Select field type from the New Fields tray into the desired [Module] section on the right.
   
5. In the Pick List Properties section, do the following:
   
   • Enter a name in the Field Label field.
     
   • To add a new value click the Plus icon against a value and add the value below it.
     
   • To delete a value, click the Minus icon against the value.
     
   • To rename an existing value, simply type the new name in the place of the existing value.
     
   • To add the options all in one shot, click Add options in bulk.
     
   • In the Add Bulk Options text box, type one value below the other.
     
   • Click Add Choices.
     
   • To sort the values, click the Sorticon.
     
   • To import values, click the Importicon.
     
   • To maximise the popup, click the Maximise icon.
     
6. Choose a value from the Select default value drop-down list.
   When no value is selected, the chosen default value applies for this field.
7. If you wish to make this a required field, select the Required check box.
   
8. Click Done.
   

Create Lookup Field

The lookup field helps in establishing relationship between different modules (linking two different modules: Accounts with Contacts). For example, say some of your contacts refer more leads for your business. You want to know which contact referred a lead. So you have a field called "Referred By" in your Leads module, which lets you browse for and choose the correct contact. This association is established by creating a Lookup field. Note that lookup fields cannot be created for Tasks and Events.

To create a lookup field;

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Select the module from the Modules list view.
   The Layout Editor appears.
4. Drag and drop the Lookup field type from the New Fields tray into the required [Module] Section on the right.
   
5. In the Lookup Properties popup, do the following:
   
   • Enter a name for the lookup field in the FieldLabel text box. (Eg. In the Students module, create a lookup field called Courses. This field now will be available while creating a student.)
     
   • Select a module from the Lookup Type drop-down. In the field, data from the module selected here, will be listed. (Eg. Courses. The lookup field will list all the courses)
     
   • Enter the Related List Title. (Eg. Students Associated. A related list will be created for the records in the Courses module.)
     
6. Click Done.
   
7. Click Save Layout.
   The Courses Lookup field will be found while creating students.
   The Students Associated Related List will be found in all records details pages of the Courses module.
   

Create Multi-Select Lookup Field

The Multi-Select Lookup Field enables you to establish what we call a Many-to-Many relationship between two modules in CRM. 

For instance, consider the example an insurance company.

• A single policy may be held by many policy holders.
  
• Similarly, a single policy holder may hold many policies.
  

If you have two modules - Insurance Policies and Policy Holders - there is a need to associate multiple records from each module to each other. This is not possible with a regular look-up field, as it allows only a one-to-many relationship.

In this case, you can use a Multi-select lookup field from the New Fields tray in the Layout Editor. This will let you associate multiple records from two modules to each other, thus establishing a Many-to-Many relationship in CRM.

Create Auto Number Field

The auto number type custom field helps classifying the records by unique numbers. Once the auto number field is added to the CRM module, the number is added sequentially to the new records. This can be used to update the existing records also. For instance, Invoice Number, Quote Number and Sales Order.

To create auto number fields

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Select the module from the Modules list view.
   The Layout Editor appears.
4. Drag and drop the Auto Number field type from the New Fields tray.
   
5. In the Auto Number Properties popup, do the following:
   
   • Enter a name in the FieldLabel field.
     
   • Under the Auto Number Format section, enter the Prefix, Starting Number & the Suffix for the auto number value.
     You can check the preview.
6. Click Done.
   
7. Click Save Layout.

Note 

1. While creating a record, an auto-number may get skipped due to exceptions like time-out or transaction error. 
   However, this will not lead to any loss of data. 

Create User Field

By default, a record owner is the primary owner of any record, but there can be instances when you want other users also to involve in a record action with ownership privileges. In such cases, you can use the User Field to provide multiple-ownership to a record.  The co-owners of that record will be able to view the record's details and the related lists. 

Adding more than one co-owner can be beneficial in instances such as,

• When a deal's negotiation requires the sales executive's approval.
  
• The sales manager wants to review the stage history or open activities of a deal.
  

Configure User Field

The CRM provides two types of user fields, you can choose either of them based on your requirement.

• Single User - You can add up to 3 single user fields in a module.
  
• Multiple Users - You can add only 1 multi-user field in a module that can include up to 10 users.
  

To configure user field

1. Log in to your CRM account with Administrative privileges
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc.
3. Select the module from the Modules list view.
   The Layout Editor appears.
4. Drag and drop User Field from the New Fields tray.
   
5. Enter a Field Name. (For example, secondary owner, sales manager, co-owner etc.)
   
6. Choose the field type - Single User or Multiuser.
   
7. Click Save.
   

Actions in Records Based on Profile Permission

Each member of an organisation has a different role, based on which their profile permission is defined within the CRM account. For instance, a Sales manager can have administrative profile but a sales executive can have a standard profile. Depending on the profile a co-owner will be able to perform the actions in a record.

For example, Emily Ross is a Sales Manager in Zylker Inc. and has administrative privilege in CRM account. Hence, she can Edit or Close task in a record that she co-owns.

View related list of a Record Based on Role Hierarchy

The co-owner of a record will be able to view the related list of the record based on their role within the organisation. 

For example, Emily Ross is the Sales Manager in Zylker Inc., she can view the related activities of her subordinate co-owner (Sales Executive /Tim Drummond) right within her CRM account.

To view associated records

1. Select a Module.
   
2. In the Records page, view the list of Records.
   

Where Can You Use a User Field

The User Field in the CRM can be associated with other features too. Below are the list of features where a you can use the User Field:

• Workflow Email Notifications - In the CRM automation, while creating Email Notifications you can add the co-owners as the email recipients.
  
• List View - The co-owners can choose to create a Co-owner list view. For example, they can filter the deals as co-owner deals.
  
• Email Fields - You can use the co-owners email address in the to/from field in all the email related features of the CRM. For example, while sending emails you can choose to send an email from a co-owner's email address. User field can be used in sending mass emails, running macros, in auto-responders, auto-response rule, webform, and schedule mass emails.
  
• Filters and Criteria - The records can be filtered using the user field. You can choose the co-owner from the record owners filter.
  
• Merge Fields in Email Templates - While creating an Email Template you can use the user field as merge fields.
  
• Reports - While generating reports, you can use the user field under columns and criteria.
  
• Import and Data Migration - You can map the co-owners as the record owners while importing or migrating data in to your CRM account.
  

Add Record Image Field

In the CRM you can add image to the records in leads, contacts, accounts, deals, products, cases, solutions, vendors and custom modules. This will enable your customers and CRM users to view the record right within the detail page. For example, in real estate business the property image can be referred by both the buyer and the sales rep. 

Note that, as a CRM administrator you can also choose to disable the record image field as and when required.

To enable record image field

1. Log in to your CRM account with Administrative privileges.
   
2. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
3. Select the Module from the Modules list view.
   The Layout Editor appears.
4. In the Layout editor page, toggle on the Record Image button.
   

Add File Upload Field

In the CRM, you can use the file upload field to add any file or document that is closely related to a record, right within the record. Let's say, your business requires you to transact a "service level agreement" or "financial statement" or "property layout" with your client. Documents like these are user specific and can thus be added to the client's record using a file upload field for further reference. 

Add File Upload Field

You can upload files to a record from any of these sources - personal computer, documents, Docs or Google Drive.

To add file upload field

1. Go to Setup > Customisation > Modules and Fields.
   Module refers to the Leads, Accounts, Contacts, etc. tabs.
2. Select the [Module] from the modules' list view.
   The Layout Editor appears.
3. From the New Field tray, drag and drop File Upload field in the module section.
   
4. Click More icon > Edit Properties, to provide the option to add multiple files or to add the same field to other modules.
   In case the GDPR Compliance Setting is turned on you can also select if the information contains any personal data.
   
5. Click Save.