Once you have completed the initial configuration of your settings, you will want to move on to your apps and fields. This article will cover the following configurations related to your apps and fields:
FreeAgent CRM allows you to fully customize your experience so that it fits your sales process instead of having to change your sales process to fit your CRM. This starts with something as simple as the naming convention. Since not every business uses the same terminology, you can change the current Apps to something that is best suited for your process.
By default, the main Apps are called: Contacts, Accounts, and Deals. However, you can customize them to fit your sales process.
To get started, open the menu and click on the search box to start typing 'apps'. You can also scroll down the menu, click on 'System Settings' and then click on 'Apps'.
Then click on the circle next to the name of the app you want to change, and click on the 'Edit' button.
Here you will need to type in the new name of the App both in its singular & plural form. Here you also have the option to enable the 'Enforce Individual Access' checkbox. As its name implies, this will restrict the access to this app for those users with individual access. This means that they will be able to see only the records they own. Once you are ready, click the 'Save' button.
Once the change process is complete, the page will refresh itself and then your new Name will be visible in various sections of the CRM, including the Apps.
Please note that if you change the name of the Apps, they will not be automatically changed if the Language under the settings changes.
At the top of the menu, you will find a Search box (1) that will enable you to search within the menu elements. This will help you get to where you need to go faster.
Please note that this doesn't mean that you can search for a contact or a deal, for that you will need to use the search box (2) located in each of the apps.
If you would like to reorganize the elements of the menu to better suit your process, learn how to hide/show them or even restrict access, you are in the right place. This tutorial will cover:
- Access Level needed to change the Menu
- Getting to the Navigation page
- Reorganize (drag&drop)
- Edit Navigation elements
- Hide/Show Navigation elements
- Limit the access to some elements in the menu
Access Level needed to change the Menu
This feature is available for users with Administrator rights. If you are not an administrator but you would like a different order on the menu, we recommend that you contact your team's administrator.
Getting to the Navigation page
Open the menu and click on the search box to start typing 'Navigation'. You can also scroll down the menu, click on System Settings to display the options and then click on Navigation.
You can rearrange the order of the elements in the menu by clicking on the Reorder button. This will display a window where you can drag&drop the elements in the desired order, just like in the animation below. You can do this for all the elements on the menu.
Keep in mind that the changes you make will be available for your entire team. This means that the order you choose will be available for everyone in your team.
Edit Navigation elements
You have the option to change the name of the elements in the navigation. Just select the element you wish to change and click on the 'Edit' button.
In the edit window, you can rename the element and/or limit the access to it based on your uses roles, as described in the 'Navigation Access Roles' section of this tutorial.
Activate/Deactivate Navigation elements
In case you would like to hide an element from the menu, simply select the element and click on the 'Deactivate' button.
After a few seconds, a success message will appear in the top right corner to indicate that the element was successfully updated and it won't be visible on the menu. As this happens the element will be removed from the menu and its status under the 'Active' column will change to 'No'. To add it back to the menu, first, enable the 'Show deactivated' checkbox, then select it and click the 'Activate' button.
Navigation Access Roles
It is also possible to limit access to certain elements on the menu based on the 'User Roles'. FreeAgent CRM comes with 5 predefined user roles, but you can customize them. Once you have your roles, all you need to do to use them to restrict access in the Navigation is to select the element and click the 'Edit' button.
On the Edit window click the 'Access Roles' box in order to display the available options. Please note that the options available on the list could be different than those of the image if you have already customized your team's roles. Select the role or roles that should have access to the navigation element. If a role is not added here, the users that have that role assigned will not be able to see that element under the menu.
This is especially useful for those Apps that have sensitive data that only some users should have access to. Please note that you will need to assign the users to the 'Access Role' specified in this step in order for them to have access to it.
Fields are one of the reasons why FreeAgent CRM is so customizable. They allow you to include all the bits of information you need during your process, to all the apps you have set up. Whether you want to save the birthday of your Contacts or if you want to add a specific ID to an Opportunity you can do so creating your own fields.
FreeAgent CRM includes 18 different field types, from currencies to dates all the way to calculated fields. You can create the fields you need for each of your apps to ensure you collect all the data you need.
In this tutorial, we will cover the following topics related to Fields:
- Access Level needed to manage Fields
- Custom Field types
- Navigate to Fields
- Create New Fields
- Edit Fields
- Manage Fields
- Rearrange Fields
- Delete Fields
- Reference - Multi Select
- Choice List
- Choice List - Multi Select
- Reference Join
Access level needed to manage Fields
This feature is only available for Administrator users. If you would like to add a field and you can't see 'Field configuration' on the menu, please contact your team's administrator for further information.
Custom Fields Types
There are several types of custom fields, depending on the type of data you want to save.
- Calculated. This field type allows for complex operations within the system's fields. You can create operations and return numbers, percents, and currencies.
- Choice List. Recommended for information where you need to select a single element from a list of options. This field type is available on the filters.
- Choice List - Multi Select. Especially useful for data where you want to select 2 or more options from those available on the list. This field type is available on the filters.
- Currency. This is a numeric field type that separates groups of thousands with commas and adds the dollar sign '$' to the amount.
- Date. Creates an input field that allows the user to enter a date through a date picker. The resulting value includes the year, month, and day. When importing data to this field the format should be yyyy/mm/dd (2019/01/31).
- Date Time. Similar to the date field, it allows the user to enter a date through a date picker as well as the time. When importing data through a CSV file, the format should be yyyy/mm/dd hh:mm:ss (2019-04-29T01:30:46.954Z). It is important to mention that the time should be expressed in UTC.
- Date Ago. It calculates a value from a given date. If the birthday is added as 'date', 'date ago' will calculate the age starting from the date of birth.
- Email. When this type is selected the field will expect a valid email address. The Email address added in this field type will be used as contact information, which means that when you click on the Email icon you will be able to select the desired Email from those available.
- Location. This field type suggests different options when typing in a location, based on existing addresses. It also becomes a Google maps URL for the address entered in the field.
- Number. This is a numeric-only value, which means that it won't accept letters nor special symbols.
- Percent. This field adds the % symbol to a given amount. It accepts decimal values.
- Phone. This type should be used when an additional phone field is required and it will be available once the phone call icon is clicked.
- Stage. You can add it to any App in the system, including your custom apps. Stage represents a process you expect a record in an App to follow. Within this field, you can create dependencies with other existing fields so that they default to other values based on stage changes.
- Text. This field type is alphanumeric. It is mostly used when adding both letters and numbers on the same field or for larger pieces of information. This field can be used as a 'Primary'.
- URL. As the name implies, this field accepts URLs. Using this field type to input URL will make the URLs clickable.
- Reference. This field type creates a link to existing information on FreeAgent CRM. It is mostly used when referencing to a Contact, Account, Deal, or other Apps.
- Reference Join. References the value of an existing field from another tab, and keeps it updated. Great to use when some fields have the same information on all the apps.
- Reference - Multi Select. Similar to the Reference field above. However, it allows you to select multiple values.
Some fields have additional characteristics that are important to mention so let's review them.
Navigate to Fields
Open the menu and click on the search box to start typing 'Fields'. You can also scroll down the menu, click on the Name of the app you want to update and then click 'Fields Settings'.
Create New Fields
You can create additional Fields for your contacts, accounts, opportunities or any of your Apps within FreeAgent CRM or edit the existing ones.
You will notice that the system includes a set of predefined fields, however, it is completely possible to edit, rearrange, deactivate, and even delete them.
Add a Field
To add your own Fields, click the 'Add Field' button.
A small modal window will appear where you can give your Field a name and also select its type. There are different Field types: Choice List, Currency, Date, Email, Location, Number, Percent, Phone, Text, and URL. When you create or edit a field you can decide whether that field should be required, by enabling the checkbox (1). Please note that some field types don't have this option.
All new fields are located at the bottom of the list. However, if you want your new field to be added in a specific order, all you have to do is select the field under which the new field should be placed and then click the 'Add field' button.
This Field type will allow you to create different options from which to select from and the best of all the information of this field becomes filterable. The creation of this Field type involves a two-step process. First, you create the field, and then you edit it to add the different choices.
To create the Field, type in the name, select 'Choice List' in the Data Type and click the 'Save' button. If you want to make this field required, then click the checkbox. If you click on the 'Allow Ad-hoc Creation' box, you are going to be able to add Choices to this field either through a CSV import or directly in the formularies. If you only want to have a predefined set of choices, we recommend that you don't enable this option.
Now we need to define the choices, so select the circle next to your Field to enable the 'Edit' button and click on it. Here is where you add your choices by clicking on the 'Add Choice' button.
Give the Choice a name and click 'Save.' Note that the 'Order' field indicates the order in which the 'choice' will appear on the drop-down menu. Add as many choices as you need.
Once you are done adding the Choices, click the 'Save' Button.
Edit Custom Fields
It is possible to edit your Custom Fields to give them a different name or in the case of the 'Choice List' to change the available choices.
Click on the circle to the left of the Custom Filed to enable the 'Edit' button and click on it.
You can give your Custom Field a different name. Once you are done click the 'Save' button.
You can also edit the existing choices of those custom fields with 'Choice List' type if you need to make changes. Select the Custom field and click the 'Edit' button.
Here you can change the 'Choice' name and once you are done, click Save.
Once you have all your Choices ready, click Save and your Custom field will be updated.
FreeAgent CRM gives you the option to manage your Fields so that you can activate or deactivate them as you need. You can also rearrange them at will.
Click on the circle to the left of the field to select it. This will enable the 'deactivate' button so that you can click it.
You will need to confirm the decision before proceeding, by clicking on the 'Deactivate' button.
The status of the Field will change after you confirm the deactivation and will be visible under the 'Active' column.
In order to Active a field, repeat the steps described above, just click the 'Activate' buttons instead. If you don't have the 'Show Deactivated' checkbox selected, you won't be able to see the deactivated fields. Make sure to enable it before searching for deactivated fields.
It is possible to change the order of your fields. Just click the 'Reorder' button.
A new window will open with all the fields that belong to that app. In this window, you can just drag&drop the fields in the required order and click the 'Save' button.
You can delete the choices that are no longer useful for the field type Choice List. Doing so is very simple. First, select the field by clicking on the circle to the left of its name and then click on the 'Edit' button.
Here you will see the details of the field, including all the choices. Select the one you want to delete by clicking on the circle to the left of the choice and click the 'Delete' button.
It will be necessary for you to select one of the other choices to update the existing information. Once you have selected the right choice, click on 'Delete'.
You will be prompted to confirm that you wish to continue deleting the Choice.
Once you click on 'Delete' you will notice that the choice has been removed from the list. Once you are done deleting the choices you need, click on 'Save' to finish the process.
To delete them, simply click on the circle right next to the field name and click on the Delete button.
Then confirm that you wish to proceed with the process by clicking the 'Delete' button on the confirmation box. Once a field is deleted, all the information associated with the field will be deleted as well, take this into consideration as this can not be reverted.
Now that we know all the basics about adding, editing, managing and deleting fields, let's talk about some of those fields for which we have a little bit more to say.
You can create reference fields for your all Apps. They are meant to create an additional relationship between them and other existing Contacts, Accounts, Deals or any other Apps you have.
Here is an example. Let's say that in your line of business it is important that you know your Contact as well as the person they report to within their company. Out of the Box, there isn't a field called 'Boss' or 'Manager' that would allow you to choose from existing contacts within FreeAgent CRM to create such a relationship. However, you can always create your own Custom Fields.
To review the complete process to create them, jump to Create Fields.
For the scenario described above, it is necessary that the data type is set to 'Reference' (1) and the Reference object is set to 'Contacts' (2).
This will allow you to choose from your existing contacts to define the manager of the selected contacts once you edit it.
Once you 'Save' the changes the contact selected as manager will become a link, which will allow you to move between contacts by clicking on the Contact name.
That was easy! With the Reference custom field, you can also create new relationships between Contacts and Deals, Accounts and other Accounts, Contacts and Accounts, Accounts and Deals, Deals and other Deals, and many other different combinations among your Apps. The sky is the limit.
Multi-Select Reference field
This field type is the way to go if you want to create a relationship between existing data, especially that belonging to contacts, accounts, and opportunities, and on top, select multiple elements.
They are meant to create an additional relationship between them and other Apps. This is a 'many-to-many' relationship that as its name implies will allow you to relate different elements. This type of field will also let you choose multiple elements.
When creating this field, under 'Type' select 'Reference - Multi Select'. Under 'Reference Object' choose from within your existing apps.
When editing contacts, you will be able to select one or more elements on the Reference - Multi-Select field. You will notice that your selections for this field type will be treated as 'tags', which means that you can filter using this data, but they are not links.
But since the relationship is 'many-to-many' it doesn’t stop there. You can take a look at all the records you selected by clicking on the dropdown menu on the right side of the Rolodex view.
That was easy! With the Reference custom field Multi-Select, you can also create new relationships between Contacts and multiple Deals, Accounts and multiple Accounts, Contacts and multiple Accounts, Accounts and multiple Deals, Deals and multiple other Deals, and many other different combinations within your Apps. The sky is the limit.
Choice List - Multi-Select field
You can create Multi-select Choice List fields for your Contacts, Accounts, Deals and other Apps. They are meant to provide additional information for them. Here is an example.
Let's say that in your line of business it is important that you know your Contact's favorite colors and you want to be able to select them from an existing list instead of typing each individual color. Out of the Box, there isn't such an option. However, you can always create your own Custom Fields.
For the scenario described above, it is necessary that the data type is set to 'Choice List - Multi Select'.
Once you save your custom field, you will need to add the actual choices, in this case, the colors, by editing your Custom Field.
Once you 'Save' the changes to your Custom Field, the next time you add or edit a Contact, you will see the 'Favorite Colors' field. It will show you all the available choices for you to choose from. You can select multiple elements.
One additional advantage of the Choice List custom fields is that they will be available on the filters. So if you would like to see the Contacts that like 'Green', just apply the filter and the system will do the rest.
And there you have it! With the Choice List Multi Select, you can add additional relevant information to your Apps, you can also filter this data and create as many custom fields as you need.
Reference Join field
You can create Reference join fields for all your Apps. They are great to help you prevent having to update the same field in different tabs as we know that there are some fields that are relevant in many areas, as they can be used for filtering, sorting and reporting. Here is an example.
The Industry field, a common data point used for Segmenting... Industry is useful in your Contact, Account, Opportunity, and possibly other apps. If you were to create individual regular fields in each app, you could end up with 3 or more Industry fields and what is worse, someone could edit that field for the Contact, but forget to do so for the rest of the Apps. What a mess!
Here is where the Reference Join field comes in handy. Now, when adding a field to a Form, you are empowered to reference a field value from a related record on a separate Tab. Yes, that means having the same data in two places.
So if we go back to the Industry field, it is directly tied to the Account or Company and should be the master record that other Tabs can reference. In other words, the actual industry field (a Choice List field in FreeAgent) would exist on the Account tab and other Tabs would reference that the value on that field using the new Reference Join field type. This is ONE of MANY use cases. Think about Headquarter location fields (Address, City, State, Zip). So how about we just enter this data once and refer to it everywhere else...? Yes, please!
Creating a Reference Join field is really simple as it is creating any custom field.
We want to create a Industry field witing the Deals tab that will reference to the Industry field that already exists within the Account information. This will help us keep the information updated. If someone updates the Industry field in the Accounts, it will also update that of the Deals once we are done creating the Reference Join. When creating your new custom field, make sure to select 'Reference Join' as the field type.
For the scenario described above, we will be referencing to the 'Industry' field from the 'Accounts' tab so we need to first select 'Account' as the Reference Field. This will get us all the existing fields in the Accounts for us to select as the 'field' we will be referencing, in this case, 'Industry'.
Once you are done setting up your field click the 'Save' button.
And that is all! Whenever the Industry of an Account is updated, the Reference join field you just created under the deal will take the new value, as demonstrated in the animated GIF below.
Form sections is an amazing new feature that will enable you to organize the forms in your apps. As its name implies you will create sections for your forms and then assign fields to each of the sections. The result? Cleaner looking forms that organize your data by section.
Here you will learn how to:
- Navigate to Form sections
- Create new sections
- Assign fields to each section
- Deactivate/Activate sections
- Reorder sections
Navigate to Form sections
Open the menu and click on the search box to start typing 'Forms'. You can also scroll down the menu, click on the desired app to display the options and then click on 'Form Sections'.
Create a new section
Creating a section for your forms works in the exact same way for all your apps. Once you select the app for which you want to create the form sections. There click the 'Add New Form Section' button.
You only need to enter the name of your section and click the 'Save' button once you are done.
Assign fields to each section
The next step to create your form sections is to assign or create fields for each section. To assign an existing field to a new section, first, go to the Field configuration of the desired app and then select the field in order to edit it. There you will have the option to select the section in which that field will appear from now on.
As soon as you 'Save' your changes, the field will be moved to the selected section. In order to see all the fields that belong to a section, click on the section name in the top navigation.
You also have the option to create new fields directly in each of the sections. Just click the 'Add Field' button. To learn more about the different field types and how to manage them, please visit this tutorial.
In order to Deactivate a section, it is important that you make sure that it doesn't have any fields assigned to it. If there are fields associated with the section, the 'Activate' and 'Deactivate' buttons will not be enabled. Once the section doesn't have any fields assigned, select it and click the 'Deactivate' button.
The section will show 'No' in the 'Active' column. In order to see the section in order to 'Activate' it, first, click the 'Show deactivated' checkbox to enable it and then click on the 'Activate' button.
If you want to modify the order of your Form Sections, first you need to click the 'Reorder' button. In this window, you will be able to drag&drop your sections in the desired order as shown in the gif below.
As soon as you save the new order, it will be applied to your forms and visible in the Information card for your records.
You have now completed the configuration for your apps and fields, you are now ready to upload your existing data, we will cover this in our next article.