EMCSOFT | Bitrix24 Developer

13 Dec 2024 | 47 Views | Amin

In this session, we’ll learn about using custom fields in Bitrix24 CRM to organize your lead data in a way that works best for your business. Custom fields let you collect, store, and display the exact information you need for your leads. We’ll explore how to create and use different types of custom fields to tailor your CRM to your organization’s needs.

Understand the Basics of Custom Fields

Bitrix24 allows you to add custom fields to your CRM leads, so you can capture the specific details that matter most to your business. We’ll explain the different types of custom fields, like text boxes, checkboxes, dropdowns, and date pickers, and how each type can be used effectively.

Create Fields for Specific Data Types

Different types of information require different types of fields. For example, you can use:

String fields for text like names or notes.
Integer fields for numbers like product quantities.
Yes/No fields (checkboxes, radio buttons, dropdowns) for binary choices.
Date/Time fields to record fixed dates or current timestamps.
We’ll show you how to choose the right field type for the data you need to collect.

Add Specialized Fields for Enhanced Functionality

Bitrix24 also supports more advanced field types, such as:

Money fields to track prices or budgets.
Link fields for URLs.
Address fields for capturing physical locations.
File fields to upload documents or images.
You’ll learn how to use these fields to make your CRM more versatile and powerful.

Use Binding Fields for Connections

Sometimes, you need fields that link data to other parts of your CRM. Bitrix24 offers fields like:

Bind to User to assign leads to team members.
Bind to CRM Items to connect leads with other CRM entities like contacts or deals.
Bind to Information Blocks for linking to specific sections or items.
We’ll guide you on how to use these binding fields to create relationships between data for easier navigation and tracking.

Explore Lists and Resource Booking Fields

For more advanced needs, you can use:

Lists for predefined options, multi-select lists, or checkboxes.
Book a Resource fields to manage appointments or resource allocation.
These features allow you to handle complex data efficiently while keeping it well-organized.

By mastering custom fields, you’ll gain the flexibility to adapt your CRM to your unique business needs, making it easier to capture and manage all the information you need to work effectively.

Detailed instructions are described below:

1. Go to “More”. Open “Settings” and click “CRM Settings”.

2. Go to “Form and Report Settings” and then click “Custom Fields”.

3. Within “Lead” section, go to “Fields”.

4. Here, you can view the list of customized fields generated before for leads. Click “Add Field”.

5. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “String”. Type the “Rows per text box” and give “Default Value” if you want. Click “Save”.

6. Now, go to “Leads”.

7. Open “Kanban” view of the leads.

8. Open the lead of your choice and click “Select field” to add the newly generated field of type “string” in the lead details.

9. Now, you can write text in the box named “StringTest” within ten rows.

10. Click “Add” to create a new box of the field “StringTest” because in the field configuration, we selected the field as “Multiple”.

11. You can write something in both boxes as per your requirement or for testing purposes.

12. After editing, the textual data in the field “StringTest” will look like this. You can drag the field in any specific sequence within the section of the lead details.

13. Unlike “Comment” field, the content of the “String” field cannot be edited with features like bold, italic, underline, adding bullets or inserting links.

14. Go to “Custom Fields” in “CRM Settings”. Add a new field within “Lead” section.

15. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this field in filter and list. Select the “Type” of the field as “Integer”. Click “Save”.

16. Open the lead and type the numbers in the field “IntergerTest” within the lead details. Note that only numbers can be typed in the field because field type is “Integer”.

17. Now, add a new field. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Yes/No”. Select the “Default Value” and “Design”. For now, the “Checkbox” design is selected. Click “Save”.

18. Open the lead. You can test by checking and unchecking the field “BoolianTest”. By default, the field will be unchecked as configured.

19. Now, change the design of the field “BoolianTest” to “Radio Buttons”.

20. The field design will be changed to radio buttons in the lead. By default, the option “no” will be selected.

21. Now, change the design of the field “BoolianTest” to “Drop-down List” for testing purposes.

22. The design of the field has been changed to a drop-down list.

23. By default, the value will be “No” for the field of type “Yes/No”. Change it to “Yes” and “Save”.

24. The default value will be changed automatically within the lead details.

25. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Date/Time”. Select “Default Value” as “No” for now, to enter manually within the lead. Click “Save”.

26. Open the lead and select the date and time of your own choice. Click “Select”.

27. Click settings icon. Go to “Kanban Settings”. Click “Configure view form fields”.

28. Select the newly configured field “date/time Test” of type “Date/Time” to view in the lead card details or kanban view of the lead.

29. Here, you can see the date and time configured of the specific lead in the lead card view.

30. Go to “Calendar” view. Change the filter or “Sort By” to “date/time Test” field for testing purposes.

31. The leads will be filtered out according to the dates and times mentioned. You can open the leads in the calendar to view the details.

32. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Money”. Choose the currency. Click “Save”.

33. To add a new currency, go to “CRM Settings”. Click “Currency”.

34. Search the currency to add and select. Enter the exchange rate. Save it.

35. Here, you can view the list of currencies added with all details.

36. The newly added currency “Australian Dollar” is now being reflected in the field configuration of type “Money”. The currency “US Dollar” is selected here for now.

37. Open the lead and click “Select field” to add the field, if you cannot find the field in the lead details.

38. You can now enter the amount in the lead details and change the currency also.

39. Add a new field. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Link”. Select “Rows per text box”. Click “Save”.

40. Here, you can add the link in the field box.

41. Add a new field. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Address”. Click “Save”.

42. You can enter the address manually or select the location on the map.

43. Select the location on the map to add in the lead details.

44. Type the name of the field and select whether it should be multiple or required. Check the box if you want to show this filed in filter and list. Select the “Type” of the field as “Book a Resource”. Click “Save”.

45. Open the lead. Add the names of the employees for services. Now check the box of option “Add services and duration”. Add services and time dedicated to each service. Enter the time zone of providing services. Check the boxes whether the details should be required, show always and allow for overbooking.

46. After configuration of the field details, the service, time and date can be selected to dedicate employee for that service.

47. Here, the booking times of employees will be available to select.

48. Set “Common form view” of the lead details to “Set as standard layout for all users”.

49. Open another lead and try to book the same employee for service. You can view that employee has already been booked for the service in another lead.

50. Go back to the configuration of the field “BookResource”.

51. Now, add the resources also to allot the services or employees. For instance, “Meeting Room 1” and “Meeting Room 2” has been added. Save it.

52. Now, you can add employees, services and resources as well in the configured field. The booking times of resources will also be available for flexibility to choose.

53. Add a new field. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “List”. Choose the design as “List”. Click “Save”.

54. Open the newly configured field of type “List” again to add a list to test.

55. Go to “List” tab and add items for testing purposes.

56. Open the lead and select the item in the field.

57. Now change the design of the field to “Multiselect List”. Check the box of “Multiple” option. Save it.

58. Open the lead and you can select the multiple items at a time in the field.

59. Now, change the design to “Check Box” of the same field or create a new one.

60. If you have created a new field for check box design. Then, please don’t forget to add the list items to be reflected in the lead details.

61. Open the lead and test the field by choosing list items.

62. Change the design to “Entity selection dialog” of the same field or create a new one.

63. Go to “List” tab and add plenty of items in the list. For testing purposes, city names have been added in the list.

64. Open the lead and you can now search the required item from a list of items. Select the item of your own choice.

65. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “File”. Type the “Rows per text box” and give “Default Value” if you want. Click “Save”.

66. Open the lead and add a file in the lead details from your local storage.

67. You can see the preview of the file added in the field of type “File”. Multiple files can be added, if “Multiple” was selected at the time of field configuration.

68. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “Bind to User”. Click “Save”.

69. You can now add multiple employees to attach to a specific lead with the help of this field. They can observe the details of the lead and edit if permitted.

70. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “Bind To CRM Selection List”. Select the “Selection List”. Click “Save”.

71. In this example, “Selection List” is being selected as “Invoice Stages”.

72. The configured stages of invoices will appear in the options of the field of type “Bind To CRM Selection List”. You can apply robots to automate the changing of lead stage as the invoice stage changes (already explained in the previous tutorials).

73. Now, select the type of the field as “Bind To Information Block Section”. Choose the “Information Block Type” as “Catalogs CRM [CRM_PRODUCT_CATALOG]”.

74. Under “Catalogs CRM”, select “CRM Product Catalog [specific catalog number]”. Select the “View” of the field.

75. Go to “Products” tab. Configure a new “Section”.

76. Add the details of the section to appear in the list.

77. Now, you are able to select the “Goods” section of products to add in the lead details.

78. For further testing, select the type of the field as “Bind to Information Block Elements”. The “Information Block Type” must be “Catalogs CRM” and “CRM Product Catalog [catalog number]” for now.

79. You can select the individual item or product to attach with the specific lead.

80. Type a name for the field. Select whether it should be required or multiple. Check the boxes, if you want this new field to be shown in filter and list. Select the “Type” of the field as “Bind to CRM items”. Choose the “Available Entity”. For now, a SPA (Smart Process Automation) created before for testing named “TestSPA2” has been choosen. Click “Save”.