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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.

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Enter custom field values

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On a single record

1

Open the record

Navigate to the client, contact, or other record.
2

Find custom fields

Scroll to the Custom Fields section.
3

Click to edit

Click on the field or the edit icon.
4

Enter value

Fill in the value based on field type.
5

Save

Click Save or press Enter.

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Input by field type

Field typeHow to enter
TextType in the text box
NumberType or use arrows
CurrencyType amount ($ added automatically)
DateClick to open date picker
DropdownClick and select option
Multi-selectClick to select multiple options
CheckboxClick to toggle
Email/Phone/URLType value (validated)

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Bulk update custom fields

Update custom fields on many records at once:
1

Select records

In a list view, select multiple records.
2

Click Bulk update

Click Bulk update in the action bar.
3

Choose custom field

Select the custom field to update.
4

Set value

Enter the new value.
5

Apply

Click Apply to update all selected.

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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

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Import custom field data

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Include in CSV import

1

Add column to CSV

Include a column for the custom field.
2

Name header correctly

Use the exact custom field name.
3

Format values

Match the expected format for the field type.
4

Import

Upload and map the column to the custom field.

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Value formats for import

Field typeCSV format
TextPlain text
NumberNumeric value (no commas)
CurrencyNumber without $
DateYYYY-MM-DD
DropdownExact option text
Multi-selectOptions separated by semicolons
CheckboxTRUE, FALSE, 1, 0, Yes, No
Example: 
name,risk_tolerance,services_used,accredited_investor
Smith Family,Aggressive,Planning;Tax;Insurance,TRUE
Johnson Household,Moderate,Planning,FALSE

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Filter by custom fields

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In list views

1

Open the list

Go to Clients, Contacts, etc.
2

Click Filter

Open the filter panel.
3

Find custom field

Custom fields appear in filter options.
4

Set filter

Choose operator and value.
5

Apply

View filtered results.

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Filter operators by type

Field typeAvailable operators
TextEquals, contains, starts with, is empty
NumberEquals, greater than, less than, between
CurrencySame as number
DateEquals, before, after, between, in next X days
DropdownIs, is not, is empty
Multi-selectContains any, contains all, is empty
CheckboxIs checked, is not checked

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Sort by custom fields

Custom fields can be used for sorting:
1

Open list view

Navigate to the appropriate list.
2

Click column header

Click the custom field column header.
3

Sort order

Click again to reverse sort order.
Only certain field types support sorting: text, number, currency, date, dropdown.

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Display custom fields

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Add to list columns

1

Open list view

Go to Clients, Contacts, etc.
2

Click Columns

Click the columns selector.
3

Find custom fields

Check the custom fields to show.
4

Reorder

Drag to arrange column order.

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On record pages

Custom fields display in the dedicated section. To reorder:
1

Go to custom field settings

Navigate to Settings → Custom fields.
2

Reorder fields

Drag fields to change display order.
3

Save

Order applies to all records.

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Use in workflows

Custom fields can trigger and control workflows:

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As triggers

Workflows can start when custom fields change:
  • When “Risk tolerance” changes
  • When “Accredited investor” becomes checked
  • When “Review date” is today

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In conditions

Use custom field values in workflow logic: 
If Risk Tolerance = "Aggressive"
  Then assign to aggressive portfolio team

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As actions

Workflows can set custom field values:
  • Set “Last review date” to today
  • Change “Status” to “Active”
  • Check “Onboarding complete”

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Use in searches

Custom field values are searchable:
1

Open search

Press ⌘ K or click search.
2

Search

Type a custom field value.
3

Find results

Records with matching values appear.
For precise searching:
  1. Use filters instead of search
  2. Combine multiple custom field filters
  3. Save as a view for repeated use

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Export custom fields

Custom fields are automatically included in exports:
1

Go to export

Navigate to the list and click Export.
2

Verify columns

Custom fields appear in available columns.
3

Export

Custom field values export with the data.

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Custom field reports

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Using filters for reporting

Create reports with custom fields:
  1. Filter by custom field values
  2. Export filtered results
  3. Analyze in spreadsheet

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Dashboard widgets

Custom fields can power dashboard widgets:
  • Count of clients by risk tolerance
  • AUM by service tier
  • Tasks by custom category

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Best practices

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Keep data current

  • Update custom fields when information changes
  • Include in regular client reviews
  • Set reminders for time-sensitive fields

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Validate data entry

For dropdown fields:
  • Define clear options
  • Document what each option means
  • Train team on correct usage

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Review unused fields

Periodically check:
  • Which fields have low fill rates?
  • Are all fields still relevant?
  • Should any be retired?

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Standardize values

For text fields, establish conventions:
  • Capitalization rules
  • Abbreviation standards
  • Format guidelines

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Troubleshooting

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Field not appearing

Check:
  • Field was created successfully
  • Looking at correct record type
  • Have permission to view

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Can’t enter value

Verify:
  • Field type matches your input
  • Value meets validation rules
  • Field isn’t read-only

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Filter returns wrong results

Ensure:
  • Using correct operator
  • Value matches exactly (for exact match)
  • Data is entered consistently

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Import not working

Check:
  • Column header matches field name exactly
  • Values match expected format
  • Field type supports the values

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Next steps

Custom fields overview

Create and manage fields

Field types

Choose the right field type