Once you’ve created custom fields, you need to populate them with data and use them effectively. This guide covers entering data, bulk updates, filtering, and getting the most value from your custom fields.
Enter custom field values
On a single record
Open the record
Navigate to the client, contact, or other record.
Find custom fields
Scroll to the Custom Fields section.
Click to edit
Click on the field or the edit icon.
Enter value
Fill in the value based on field type.
Save
Click Save or press Enter.
| Field type | How to enter |
|---|
| Text | Type in the text box |
| Number | Type or use arrows |
| Currency | Type amount ($ added automatically) |
| Date | Click to open date picker |
| Dropdown | Click and select option |
| Multi-select | Click to select multiple options |
| Checkbox | Click to toggle |
| Email/Phone/URL | Type value (validated) |
Bulk update custom fields
Update custom fields on many records at once:
Select records
In a list view, select multiple records.
Click Bulk update
Click Bulk update in the action bar.
Choose custom field
Select the custom field to update.
Set value
Enter the new value.
Apply
Click Apply to update all selected.
Bulk update options
For multi-value fields (multi-select):
- Add — Add options to existing selections
- Replace — Replace all with new selections
- Remove — Remove specific options
Import custom field data
Include in CSV import
Add column to CSV
Include a column for the custom field.
Name header correctly
Use the exact custom field name.
Format values
Match the expected format for the field type.
Import
Upload and map the column to the custom field.
| Field type | CSV format |
|---|
| Text | Plain text |
| Number | Numeric value (no commas) |
| Currency | Number without $ |
| Date | YYYY-MM-DD |
| Dropdown | Exact option text |
| Multi-select | Options separated by semicolons |
| Checkbox | TRUE, FALSE, 1, 0, Yes, No |
name,risk_tolerance,services_used,accredited_investor
Smith Family,Aggressive,Planning;Tax;Insurance,TRUE
Johnson Household,Moderate,Planning,FALSE
Filter by custom fields
In list views
Open the list
Go to Clients, Contacts, etc.
Click Filter
Open the filter panel.
Find custom field
Custom fields appear in filter options.
Set filter
Choose operator and value.
Apply
View filtered results.
Filter operators by type
| Field type | Available operators |
|---|
| Text | Equals, contains, starts with, is empty |
| Number | Equals, greater than, less than, between |
| Currency | Same as number |
| Date | Equals, before, after, between, in next X days |
| Dropdown | Is, is not, is empty |
| Multi-select | Contains any, contains all, is empty |
| Checkbox | Is checked, is not checked |
Sort by custom fields
Custom fields can be used for sorting:
Open list view
Navigate to the appropriate list.
Click column header
Click the custom field column header.
Sort order
Click again to reverse sort order.
Only certain field types support sorting: text, number, currency, date, dropdown.
Display custom fields
Add to list columns
Open list view
Go to Clients, Contacts, etc.
Click Columns
Click the columns selector.
Find custom fields
Check the custom fields to show.
Reorder
Drag to arrange column order.
On record pages
Custom fields display in the dedicated section. To reorder:
Go to custom field settings
Navigate to Settings → Custom fields.
Reorder fields
Drag fields to change display order.
Save
Order applies to all records.
Use in workflows
Custom fields can trigger and control workflows:
As triggers
Workflows can start when custom fields change:
- When “Risk tolerance” changes
- When “Accredited investor” becomes checked
- When “Review date” is today
In conditions
Use custom field values in workflow logic:
If Risk Tolerance = "Aggressive"
Then assign to aggressive portfolio team
As actions
Workflows can set custom field values:
- Set “Last review date” to today
- Change “Status” to “Active”
- Check “Onboarding complete”
Use in searches
Global search
Custom field values are searchable:
Open search
Press ⌘ K or click search.
Search
Type a custom field value.
Find results
Records with matching values appear.
Advanced search
For precise searching:
- Use filters instead of search
- Combine multiple custom field filters
- Save as a view for repeated use
Export custom fields
Custom fields are automatically included in exports:
Go to export
Navigate to the list and click Export.
Verify columns
Custom fields appear in available columns.
Export
Custom field values export with the data.
Custom field reports
Using filters for reporting
Create reports with custom fields:
- Filter by custom field values
- Export filtered results
- Analyze in spreadsheet
Custom fields can power dashboard widgets:
- Count of clients by risk tolerance
- AUM by service tier
- Tasks by custom category
Best practices
Keep data current
- Update custom fields when information changes
- Include in regular client reviews
- Set reminders for time-sensitive fields
Validate data entry
For dropdown fields:
- Define clear options
- Document what each option means
- Train team on correct usage
Review unused fields
Periodically check:
- Which fields have low fill rates?
- Are all fields still relevant?
- Should any be retired?
Standardize values
For text fields, establish conventions:
- Capitalization rules
- Abbreviation standards
- Format guidelines
Troubleshooting
Field not appearing
Check:
- Field was created successfully
- Looking at correct record type
- Have permission to view
Can’t enter value
Verify:
- Field type matches your input
- Value meets validation rules
- Field isn’t read-only
Filter returns wrong results
Ensure:
- Using correct operator
- Value matches exactly (for exact match)
- Data is entered consistently
Import not working
Check:
- Column header matches field name exactly
- Values match expected format
- Field type supports the values
Next steps
