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Custom Fields and Tags in depth

Legrand Cloud CRM gives you great flexibility for classifying, grouping and segmenting your Companies and Contacts into multiple lists. There are two ways you can do this: Tags and Custom Fields. Most likely you will use both Tags and Custom Fields to define your database. Meaningful reports are critical for analyzing your company’s data effectively, and creating targeted marketing campaigns. Legrand Cloud CRM makes searching and reporting on your company’s data quick and easy.

Once you have imported your database, you will begin segmenting all your Companies and Contacts into multiple groups. Each record within the Companies,Contacts, and Opportunities Modules contains built-in core data fields to capture standard information such as names, addresses, website, email, and phone numbers. Additional customized detail is created by using Tags and Custom Fields specific to your company’s requirements. Data for each company or contact is then recorded in these Custom Fields on a case by case basis, unique to each company or contact.

If your company employs multiple users it is important to assign permissions to each individual. There are three kinds of permissions: Administrator, Manager, and Read Only. We recommend that creation of new Custom Fields and Tags be restricted to administrator/owner. As the owner, you might consider setting one of your users as an additional administrator with manager permissions. A good CRM database is one that is administered effectively.

Tags:

A Tag is a form of digital identification that is attached to a person or company. It is the fastest way to see the lists a Contact or Company belongs to and a quick way to retrieve all the Contacts and Companies that are part of a particular list. Typical examples for Tags are Newsletter, Tradeshow Attendee, Webinar Attendee, Service A, Service B, Product A, Product B, Open House Invitee, etc.

Any time you assign a Tag to a Contact or a Company it makes that Contact or Company a member of that list. For instance, a contact who attended an annual sales webinar would be assigned the Tag ‘Sales Webinar’, and everyone you want to invite to your Open House will be assigned the Tag ‘Open House’. Simply clicking on any of the Tags will take you to the search screen with a complete list of all your companies or contacts that are assigned to that unique tag.

Look at the screenshot below and it is easy to see all the tags that have been assigned to Julia Gonzales. She has been tagged with Newsletter, NFL Fan, Product A and Xmas Card

In summary, if what you are after is a way to quickly group some contacts into a list, then a Tag will work best, but if you want to use the information in e-mail merges and reports then use the Custom Fields and Advanced Searches.

In the screen shot below, the ‘Contacts Search’ shows a list of the top 10 Tag assignments and the number of contacts in each list.

To assign or remove Tags to a contact simply click on the ‘Add/Remove tags’ link on the ‘Contact Detail’ screen. Click on the blue arrows to add or remove Tag assignments. The process is the same for adding or removing Tags assigned in the Company Module.

With the appropriate User Permissions you can add, rename and delete Tag definitions. If a tag is deleted it will remove it from every company or contact it was previously assigned to. It is highly recommended that only one or two administrators be given permission to add/edit Tag definitions.

Custom Fields: Customize Data Fields for Companies and Contacts

To segment your ‘Companies’ and ‘Contacts’ into categories of lists to be used for sales, marketing and various reporting initiatives, you will create Custom Fields to capture important data. Prior to creating the custom fields, you should work out exactly what information you wish to record by Company and by Contact for reporting purposes. Custom Fields can be used in e-mail templates.

Let’s take a look at how to customize fields for Companies and Contacts. When configuring your CRM, you will notice that the ‘Detail Panel’ in both ‘Companies’ and ‘Contacts’ is a yellow blank field. Legrand CRM is fully customizable, and you create the desired fields here, specific to your company’s needs. When you add a custom field, the new custom field will be visible in the ‘Detail Panel’. You create two different custom fields, one for your companies and one for your contacts, as you will want to capture different data for each type.

A Custom Field can be a textbox, a drop-down list, a number field, a date field or a check-box. Legrand CRM provides a “drag and drop” layout editor that requires no coding. It’s really easy to add a ‘Custom Field’ by selecting its type (text, date, dropdown, checkbox or number) and specifying a caption. You can also resize the fields to accommodate wider input data and rearrange their position. Of course, ‘User Permissions’ control which team members have access to this function.

The benefit of Custom Fields is that you can use these fields in e-mail templates and complex searches, such as a search that has multiple conditions. For instance, keeping track of the people that subscribe to newsletter-1 or newsletter-2 is probably best done with a Tag, but keeping track of which product version and/or edition a client has is best accomplished with Custom Fields. 

To perform an ‘Advanced Search’, in the Contacts search screen (example above) click on ‘More Search Options’ and then click on ‘Define New Search’. The pop-up window provides a screen where you can select which custom fields to search on. You can save the search definition if it is something you are likely to use again.

Updated on 7 September 2022

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