Once you have completed the initial configuration of your settings, you will want to move on to your tabs and fields. This article will cover the following configurations related to your tabs 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 Tabs to something that is best suited for your process.
By default the main tabs are called: Contacts, Accounts, and Deals. However, you can customize them to fit your sales process.
To get started, click on your portrait and then click on 'Settings' (1). Once there, click on 'Tabs' (2) on the left-hand side menu.
Then click on the circle next to the name of the tab you want to change, and click on the 'Edit' button.
Here you will need to type in the new name of the Tab both in its singular & plural form. 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 Tabs.
Please note that if you change the name of the Tabs, they will not be automatically changed if the Language under the settings changes.
To reorder your tabs, click on your profile box and then click on 'Settings' (1). Once there, click on 'Navigation' (2) on the left-hand side menu.
Here you will see all your current Tabs. To change their order, simply select one, by clicking on the circle right next to its name and then click the 'Move Up' or 'Move Down' button accordingly, as many times as you need to get your Tab in the desired order.
It is also possible to hide them from the header section or change where they appear. To hide them, simply select the Tab and click the 'Hide' button.
The Display status of the tab will change to 'No' and it will no longer be available in the Tabs header.
If you would like to access the tab, but it is not as important as the rest of them, you can move them to your profile picture dropdown menu. To achieve this, select the tab and click the 'Edit' button. There you can select to show the Tab you selected either in the Main menu or move it to the drop-down menu available in your profile picture.
If you select 'Drop Down', that Tab will be available when you click on your profile picture and will no longer appear in the Main menu.
All the elements that are displayed in the profile picture main menu are also available in the 'Navigation' left-hand side menu, right below the tabs section. Just scroll down and you will be able to reorganize them in the best way you see fit. From here you will also be able to move them to the main menu.
Customize the order of your Tabs, the elements that should be part of the main menu or move some to the profile picture dropdown menu to have quick access to what's important to you.
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.
To get started, click on your portrait picture and then click 'Settings' (1). Click 'Field' (2) on the left-hand side menu, and click on the segment for which you wish to manage your Fields (3).
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.
It is possible to change the order of your fields. Just click on the circle on the left side of the field and click the 'Move Up' or 'Move Down' button. You will notice that the order number will change accordingly.
You can delete the choices that are no longer useful for the fields 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.
Custom Fields are one of the reasons why FreeAgent CRM is so customizable. They are simple fields that you can create and edit to gather all the information you need in the system. Whether you want to save the birthday of your Contacts or if you want to add a specific ID to a Deal you can do so through Custom Fields.
Custom Field Types
There are several types of custom fields, depending on the type of data you want to save.
- 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.
- 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 or Deal.
- 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 tabs.
- Reference - Multi Select. Similar to the Reference field above. However, it allows you to select multiple values.
Create Custom Fields
To get started, click on your profile box and then click 'Settings' (1). Click 'Fields' (2) on the left-hand side menu, and click on the segment for which you wish to create the Field (3).
To add your own Fields, click the 'Add Custom Field' button.
A small modal window will appear where you can give your Field a name and also select its type. There are five different Field types: Choice List, Currency, Date, Email, Location, Number, Percent, Phone, Text, and URL.
You can create reference fields for your Contacts, Accounts, and Deals. They are meant to create an additional relationship between them and other existing Contacts, Accounts, and Deals.
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.
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 (1) to define the manager of the selected contact 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 Contacts 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. The sky is the limit.
Multi-Select Reference Field
You can create Multi-Select Reference fields for any of your Tabs. They are meant to create an additional relationship between them and other Tabs. 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.
Here is an example. Let's say that within your data you have contacts that are supervised by the same manager, and you want to be able to know exactly who they are. Out of the Box, there isn't a field called 'Team' that would allow you to choose from existing contacts within FreeAgent CRM all the contacts that have the same manager to create that relationship. However, you can always create your own Custom Fields.
For the scenario described above, it is necessary that the data type is set to 'Reference - Multi-select' (1) and the Reference object is set to 'Contacts' (2).
This will allow us to choose from our existing contacts to define those that belong to the same manager once you edit them. To assign the manager to a group of contacts, we can use the bulk edit feature.
When editing contacts, you will be able to select one or more elements on the Reference - Multi-Select field. Once you are done editing click the 'Save' button.
Once you 'Save' the changes, all the contacts you selected will be displayed on the Contact's information card on the 'Manager' field (2). You will notice that your selections for this field type will be treated as 'tags', which mean 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 manager’s for a single contact by clicking on the dropdown menu right below the green ‘Things you Can Do’ button and then select the desired field. For this example, we will click on ‘Manager’ (2).
You can click on the contacts on that list to go to their page. There is also another way in which you can manage the data for this type of custom field. Click on the 'Things You Can Do' button and you will discover that there is a new option 'Manage X'. X represents the name you gave to the field. For our example, it is called 'Manage Manager' If you click on it, you can do just that manage them.
When you click on 'Manage Manager' it will display a window where you can search (1) within your existing contacts to add them as 'managers' for your contact or simply remove an existing one (2).
Choice List Field
You can create Choice List fields for your Tabs. 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 zodiac sign. 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'.
If you want to add in more choice as you create elements, then it will be necessary that you mark the 'Allow Ad-hoc Creation' checkbox. If you don't then you will be restricted to the choices you add for the field.
Once you save your custom field, you will need to add the actual choices, in this case, the Zodiac signs, 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 Zodiac Sign field. It will show you all the available choices for you to choose from. If you checked the 'Allow Ad-hoc Creation' box, in addition to the choices you added anyone in your team will be able to add their own choices on that field. For this particular example of the Zodiac Sign, since they are only 12 and we have added them all to the choices, we won't check the 'Allow Ad-hoc Creation' box.
One additional advantage of the Choice List custom fields is that it will be available on the filters. So if you would like to see those Contacts that are 'Leo', just apply the filter and the system will do the rest.
Multi-Select Choice List field
You can create Multi-select Choice List fields for you Contacts, Accounts, and Deals. They are meant to provide additional information for your Contacts, Accounts, and Deals.
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 'Blue', just apply the filter and the system will do the rest.
You have now completed the configuration for your tabs and fields, you are now ready to upload your existing data, we will cover this in our next article.
Field Mapping is a great feature that relates the values of similar fields between your tabs. Thanks to this you won't need to enter data twice in those fields. This will help you speed up your creation process and avoid those common errors when entering data manually in multiple places.
Field mapping will allow you to create a relationship between two fields so that the system automatically adds the value for them when creating a record.
To get started, click on your profile box and then click on Settings. Then select 'Related Lists' from the left-hand side menu.
There you will see all the available Related list where you can map some of your fields. Let’s consider the use case of creating a new Deal from a Contact record in FreeAgent. Both the Contact record and the Deal record have been configured to include Account and Contact/Deal Owner. So what we want to do now is create the relationship for those fields.
To do so, click on the 'Deals' related list and then click the 'Edit' button.
In the first section (1), you can rename your Related List in case it is necessary, and the second section (2) is where the mapping of the field happens. The fields you select in this section will automatically populate their value based on the information that exists in them within the contact. It is important to mention that this will only occur if you create your deal within the contacts tab.
Click on the 'Contact field' to select one of the available options, in this case, we want to map both the Account field as well as the Contact Owner. As soon as you select one Contact field, it will require you to select its equivalent in the Deals. For this example, we only want to map two fields, but you can map as many as you need, just click the 'Add Row' (1) button to add more fields. Once you are done, click the 'Save' button.
And that is all you need. To see this feature in action, go to your Contacts tab and click the 'Add deal' option of the 'Things You Can Do' dropdown.
You will notice that the creation window for your deal already includes the values for the 'Account' and the 'Owner' fields since you map them.
If you created a field with that you won't need or if it was the wrong time you can delete them just click on your profile picture and then click 'Settings' (1). Click 'Fields' (2) on the left-hand side menu, and click on the segment for which you wish to delete the Field (3).
To delete them, simply click in 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.
And with this, you have completed the configuration for your Tabs and Fields. Well done!