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Custom Fields Breakdown

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Lauren Vogeli
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SharpSpring has system fields (firstName, lastName, email, and the like.) that you can use for each lead created in or imported into SharpSpring. However, there will be times where you want to track data that is non-standard, like a preferred time to call, a favorite sports team, and so on. SharpSpring allows you to create custom fields in a variety of formats, enabling you to tailor your instance of SharpSpring to fit your company’s needs. This article will provide information on custom fields.

The following user roles can use custom field types:

  • Administrators


Article Contents


Lead Fields

These are custom fields that operate within the Contact Manager and are the only custom fields that are usable within the Task and Workflow feature sections.

The available custom fields are as follows:		  


Click to enlarge.
  Custom Field   Description  
  Text Input   Accepts any alphanumeric data, with a limit of 256 characters.  
  Drop-Down Select   Standard format, most commonly seen on web forms where you choose one possible option out of multiple choices.  
  Boolean    True or false representation. Used in basic logic assessment, as well as some web forms.  
  Phone Number   Accepts most phone number formats. Examples include
555-555-5555 or (555) 555-5555.		  
  URL   Good for tracking pages that contacts or leads may be interacting with outside of sites you are actively tracking.  
  Attachment URL   Ideal for keeping track of externally hosted attachments pertaining to contacts or leads.   
  Text Area   Similar to Text Input, but with more space available. Similar to a comments field on a web form with a 2000-character limit.   
  Country   Already a system field, but could be useful for tracking multiple country interactions with each of your leads, contacts, accounts, or opportunities.  
  Checkbox Group   Similar to Drop-Down Select, but allows the selection of more than one (or all) of the possible choices in the field.  
  Hidden   These fields typically are used in web forms, where the form will pass along hidden data from one page to the next.  
  Date Picker   Ideal for tracking specific days that could pertain to future meetings times, events, and so on. If you want to use time-based workflows utilizing a custom field, only use the DateTime Picker. Under Merge Variable Format, select the format you would like to display the date as a merge variable.   
  Bit   The only possible values are 1 and 0. Similar usage to Boolean.  
  States   Similar usage to Country, but for states.  
  Radio Group   Similar functionality to the Drop-Down Select field, as it only allows one selection from a list of possible choices.  
  DateTime Picker   This is a field that is usable as a reference point for time-based workflows utilizing a custom field, as it references a specific time as well as a data. The Date Picker custom field does not require a specific time, only a day. This is useful to dynamically schedule and send reminder emails to leads/contacts for meetings, events, webinars, and so on. Under Merge Variable Format, select the format you would like to display the date and time. If a lead has filled out a form with a DateTime field, that information will autofill the next time a lead visits a page with that form.  
  File Upload   This field allows you to upload a file to SharpSpring for later reference. Useful to track proposal documents pertaining to opportunities and leads. Maximum file size limit of 5MB.   

 


Account Fields

These custom fields pertain to the Account Manager, where the companies that have had an opportunity associated to them are cataloged and tracked.

The available custom fields are as follows:		  


Click to enlarge.
  Custom Field   Description  
  Text Input   Accepts any alphanumeric data, with a limit of 256 characters.   
  Drop-Down Select   Standard format, most commonly seen on web forms where you choose one possible option out of multiple choices.   
  Boolean   True or false representation. Used in basic logic assessment, as well as some web forms.   
  Phone Number   Accepts most phone number formats. Examples include
555-555-5555 or (555) 555-5555. 		  
  URL   Good for tracking pages that contacts or leads may be interacting with outside of sites you are actively tracking.    
  Attachment URL   Ideal for keeping track of externally hosted attachments pertaining to contacts or leads.  
  Country   Already a system field, but could be useful for tracking multiple country interactions with each of your leads, contacts, accounts, or opportunities.  
  Checkbox Group   Similar to Drop-Down Select, but allows the selection of more than one (or all) of the possible choices in the field.  
  Bit   The only possible values are 1 and 0. Similar usage to Boolean.  
  States   Similar usage to Country, but for states.  
  Radio Group   Similar functionality to the Drop-Down Select field, as it only allows one selection from a list of possible choices.  
  File Upload   This field allows you to upload a file to SharpSpring for later reference. Useful to track proposal documents pertaining to opportunities and leads. Maximum file size limit of 5MB.  
  Text Area   Similar to Text Input, but with more space available. Similar to a comments field on a web form with a 2000-character limit.   
  Date Picker   Ideal for tracking specific days that could pertain to future meetings times, events, and so on. If you want to use time-based workflows utilizing a custom field, only use the DateTime Picker. Under Merge Variable Format, select the format you would like to display the date as a merge variable.   
  DateTime Picker   This is a field that is usable as a reference point for time-based workflows utilizing a custom field, as it references a specific time as well as a data. The Date Picker custom field does not require a specific time, only a day. This is useful to dynamically schedule and send reminder emails to leads/contacts for meetings, events, webinars, and so on. Under Merge Variable Format, select the format you would like to display the date and time. If a lead has filled out a form with a DateTime field, that information will autofill the next time a lead visits a page with that form.  

 


Opportunity Fields

These custom fields pertain to opportunities only and have a similar functionality to Account fields. You can designate opportunity custom fields as required. These fields can either be required on opportunity creation or opportunity close. When a user attempts to create or close an opportunity without filling out the designated required fields, a notification will appear in the upper right-hand corner of the platform indicating the field requirement.

The available custom fields are as follows:		  


Click to enlarge.
  Custom Field   Description  
  Text Input   Accepts any alphanumeric data, with a limit of 256 characters.   
  Drop-Down Select   Standard format, most commonly seen on web forms where you choose one possible option out of multiple choices.   
  Boolean   True or false representation. Used in basic logic assessment, as well as some web forms.   
  Phone Number   Accepts most phone number formats. Examples include
555-555-5555 or (555) 555-5555. 		  
  URL   Good for tracking pages that contacts or leads may be interacting with outside of sites you are actively tracking.    
  Attachment URL   Ideal for keeping track of externally hosted attachments pertaining to contacts or leads.  
  Country   Already a system field, but could be useful for tracking multiple country interactions with each of your leads, contacts, accounts, or opportunities.  
  Checkbox Group   Similar to Drop-Down Select, but allows the selection of more than one (or all) of the possible choices in the field.  
  Bit   The only possible values are 1 and 0. Similar usage to Boolean.  
  States   Similar usage to Country, but for states.  
  Radio Group   Similar functionality to the Drop-Down Select field, as it only allows one selection from a list of possible choices.  
  File Upload   This field allows you to upload a file to SharpSpring for later reference. Useful to track proposal documents pertaining to opportunities and leads. Maximum file size limit of 5MB.  
  Text Area   Similar to Text Input, but with more space available. Similar to a comments field on a web form with a 2000-character limit.   
  Date Picker   Ideal for tracking specific days that could pertain to future meetings times, events, and so on. If you want to use time-based workflows utilizing a custom field, only use the DateTime Picker. Under Merge Variable Format, select the format you would like to display the date as a merge variable.   
  DateTime Picker   This is a field that is usable as a reference point for time-based workflows utilizing a custom field, as it references a specific time as well as a data. The Date Picker custom field does not require a specific time, only a day. This is useful to dynamically schedule and send reminder emails to leads/contacts for meetings, events, webinars, and so on. Under Merge Variable Format, select the format you would like to display the date and time. If a lead has filled out a form with a DateTime field, that information will autofill the next time a lead visits a page with that form.  

 


File Upload Available Formats

The File Upload custom field type can upload certain attachments. SharpSpring supports the following file types:

  • .CSV
  • .DOC
  • .DOCX
  • .GIF
  • .ICS
  • .JPG
  • .JPEG
  • .PDF
  • .PNG
  • .TXT
  • .XLS
  • .XLSX
  • .ZIP
 

The safest file types to send are .GIF, .JPG, .PDF, and .PNG. While SharpSpring supports their attachment, .ZIP files should never be included as attachments in an email.


Changing DateTime Field Displays

To change the date format in DateTime custom fields, do the following:

  1. In SharpSpring's top toolbar, click
    user.png  User Settings > Settings    .
  2. In the left panel, under the Features section, click Custom Fields.
  3. In the field list, next to the desired DateTime field, click  cog.png  Options > Edit Field.
  4. In the window that appears, click the Merge Variable format drop-down menu.
  5. Select the desired date and time display.
  6. Click Update Field.
  


Click to enlarge.

For information on creating custom DateTime fields, refer to Time-Based Automations Overview.


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