User-defined fields

• 6 minutes to read
 • 6 minutes to read

Several sections of SuperOffice CRM, for example, the Company screen, contain a separate tab called More. Here you can enter your own fields to customize the program to your organization's requirements. These fields are defined in SuperOffice Settings and maintenance.

All companies and organizations have their own requirements for the information they need to register concerning their customers, sales, projects, contracts, and so on. You can enter your own fields for SuperOffice CRM in the Fields screen. This way, you can customize the type of information that can be registered concerning companies, contacts, projects, sales, documents and follow-ups.

Note

You can specify 3 fields that can be displayed on the "first page" in their respective screens or dialogs. How. Please note that this may not be applicable if you are using another layout via Screen designer.

Field types

  • Number: whole number, unlimited number of digits.
  • Short text: text with a maximum of 39 characters. Specify in the Text length field, which is enabled when you choose this option, the maximum number of characters users can type into this field.
  • Long text: text with a maximum of 199 characters. Specify in the Text length field, which is enabled when you choose this option, the maximum number of characters users can type into this field.
  • Date: date between 01.01.1970 and 19.01.2038.
  • Unlimited date: any date.
  • Checkbox: a checkbox.
  • List: a list box. Select a list from the system in the field below.
  • Decimal: a number with decimals.

What benefit do I get from the information that I enter in these fields?

  • Using the Find search function, you can search for the information you register in these fields and make dynamic selections. For example: If you register the expiry date of the maintenance agreement that you have with customers, you can create a dynamic selection that shows the customers for whom the agreement expires in less than one month.

  • You can reuse the information from these fields in documents and emails using template variables. Each field that you add is given its own unique ID, which can be used in documents to merge customer-specific information. For example: If you send email to customers who states that the maintenance agreement will expire soon, the template variable for expiry date can be used to set the correct expiry date in the message that is being sent.

Where will the fields I create be displayed?

You can specify page 1 fields (fields displayed on the "first page" in their respective screens or dialogs) in the following places:

  • The Company tab in the Company screen
  • The Contact tab on the contact card
  • The Project tab in the Project screen
  • The Sale tab in the Sale screen
  • The Details tab in the Document dialog

Examples

User-defined fields for companies

Your company sells software and user support services. The user support department needs to know how many employees and PCs the various customers have. They also need to know what sort of maintenance agreement the customers have and when they expire.

You can then add these fields to the Company screen:

Field name Type Description
Number of PCs Number A number field where you can register the number of PCs.
Number of employees Number A number field where you can register the number of employees.
Maintenance agreement List A list of the various types of maintenance agreement you offer. The list must be created in the Lists screen.
The contract expires Date A date field where you can register the expiry date for the contract.
Application A; Application B; Application C Checkbox Three checkboxes where you can check the applications that the customer has purchased.
Note

The fields you add are displayed in the More tab in the Company screen. To display them on the company card, specify them as page 1 fields.

User-defined fields for sales

When you create a sale, it may be practical to enter the products you have sold and how many.

You can then add these fields to the Sale screen:

Field name Type Description
Product Long text A text field where you can type in the name of the product that was sold.
Quantity Number A number field where you can register the number of units sold.
Tip

Here, you can also use a list field if you have created a list of the products that you sell.

User-defined fields for projects

You want the budget for a project to be easily visible to the project members.

You can then add these fields to the Project screen:

Field name Type Description Remarks
Budget Decimal A number field where you can enter a sum. Choose for the field to be displayed on page 1.