We always talk about how customer relationships matter, but in your CRM, data relationships should matter too! Related lists are based on the reference fields, and they allow you to see and create content for a particular entity in the system, but not just that!
We know that your business is unique, so some related list items are more important to you than others, and naturally, you want to see those first. With Related lists, you can not only decide the order of items that matter to you the most but also decide if you want them to show there at all!
One of the things that make FreeAgent CRM so visually pleasing to use is the ability to not see a bunch of stuff that doesn’t matter to you.
Creating data relationships in FreeAgent CRM is super easy. When a relationship is created, FreeAgent includes a Preview Card in a Related List that provides quick context into the related record.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only the Administrators can use this feature.
In this tutorial, we will cover the following topics:
- Navigate to Related Lists
- Create Related Lists
- Edit Related Lists
- Reorder Related Lists
- Deactivate/Activate Related Lists
Navigate to Related Lists
Open the menu and navigate to Admin Settings > App Setup. From here select your desired app and click on 'Related List'. You can also use the search function to get there faster, just start typing 'Related List'.
Create Related Lists
In the top right-hand corner, click on the 'Add New Related List' button. This will bring up the 'Create New Related List' box. From here you will be prompted to name your new List. You will then designate a Reference and a corresponding Reference Field based on your current App.
FreeAgent CRM now offers full control over the creation and management of your Related Lists. Through the 'Conditions' filter you can customize your Related List to show specific filtered records. For example, you can now create a 'To Do' list that only shows your incomplete tasks.
You can add any number of conditions to achieve your desired List and modify these settings at any time. Once ready, click 'Save' to create your new Related List.
Edit Related Lists
Here you will see a list that includes a Related List for each 'Reference field' that you have created within the 'Form Fields' menu. This field as its name implies, makes a reference to an existing element within FreeAgent CRM, in order words, it creates a relationship between the main entity (app) and the field.
You can rename the Related list by entering a new value in the Name and Singular Name fields. Here you can also create some logic to map fields so that their information will auto-populate when you create a new element.
Note: Field Mapping is now achieved through an App Action that requires custom code. Existing field mapping will continue to function as previously set. However, an App Action will be needed to add, edit or create future Field Mapping
The way the field mapping works is really simple. You basically identify those fields that exist between 2 Apps and create a relationship between them, so that the system automatically adds the value for them. You can map as many fields as you need.
Reorder Related Lists
Changing the order of your Related lists is quite easy. Just click the 'Reorder' button. If you would like to reorder related lists that have been deactivated, you will need to activate them first. To do this, click the 'show deactivated' checkbox, activate them, and then click the 'Reorder' button. This will bring up a window with all the Active Related List elements. Here you can drag&drop the elements in the desired order. This new order will be available in the Rolodex view as well as the detailed view of your records.
Deactivate/Activate Related Lists
If you created a Reference field but you don't need to use the Related list, you can deactivate it by selecting it in the Related list configuration of the desired app. Then just click the 'Deactivate' button.
It will be necessary that you confirm this process before your Related list becomes inactive by clicking on the 'Deactivate' button in the confirmation dialog box.
To know if a Related list has been deactivated, check the 'Active' column. 'No' means that the column is currently not active. In order to show all the deactivated Related list, you will need to enable the 'show deactivated' checkbox.
You can always revert this by selecting the Related list and clicking on the 'Activate' button. Make sure you are showing the deactivated ones.
It will be necessary that you confirm this process before your Related list becomes active by clicking on the 'Activate' button in the confirmation dialog box.