Custom Field Sets (known previously as SuperTags), are a powerful tool in Batchbook. While you can use Batchbook without ever setting up a Custom Field Set, you will be missing out on a lot of functionality.
Because they are so flexible and highly customizable, it is sometimes hard to get your head around what a custom field set can do for you. Once you get the basic concept, however, a new world of possibility opens up to you when it comes to using Batchbook to manage workflow, track essential customer information, and achieve organized bliss.
Defining Custom Field Sets
Lets start with some definitions.
What is a custom field? Quite simply, a custom field is a data entry field that you create. In Batchbook, you can choose from any of 11 different field types, including text, date, number, and multiple choice fields. You create your own label for each custom field. For example, you may have a text field named Referred By or a Multiple Choice field named Lead Status.
Custom fields aren’t a new idea. Where it gets interesting is how you apply them to records in Batchbook. Which gets us to our second definition.
What is a Custom Field Set? A field set is a way to organize all of your custom fields into small sets, and then apply each set as needed. This saves you time by helping you only have relevant fields on any contact, To-Do, or communication.
An easy to understand example of this is to compare leads and customers. For a lead, you may have a Custom Field Set that includes fields such as Sale Likelihood, Status, and Meeting Date. For a customer, you would have different fields, perhaps including Sale Amount, Sale Date, and Product.
Track lead info for some contacts …
… and purchase info for others.
Build a Custom Field Set
Before you create your very own Custom Field Set, think about what customer information is essential to your business, besides that which isn’t covered in the basic contact fields (address, email, etc.).
Once you have an idea of some information you want to keep track of, you can build your first Custom Field Set. Just remember, keep it simple. You can edit and change it later on.
The knowledge base article “How do I add custom fields?” gives you step by step instructions on how to build your Custom Field Set.
Add a Custom Field Set to a Record
We’ve improved the way you add custom fields to a record. Now you can choose your field set from a drop down list. Whenever you have important information to keep about a contact, a To-Do, or a communication, just select the appropriate Custom Field Set.
We have also added the ability to apply a Custom Field Set multiple times to a record. This is great for recurring bits of data, such as tracking purchases or customer service inquiries.
And for those bits of data that you always want to collect, for every contact, To-Do, or communication? You can make any Custom Field Set global, which means it will be applied automatically every time you create a record.
Search Based on Custom Field Info
One of the exciting ways to use Custom Field Sets is when searching for contacts. Using advanced search, you can peek into any custom field on a person or company, and bring back a list of contacts based on the info stored there.
This makes building highly specific segments very easy. For instance, you could create a list of every contact who has ever purchased from you, or one of all of your leads that are on the fence, or even a list of every person who has a certain shoe size! This will help you engage your customers in a more relevant manner, driving sales and engagement.
Some Helpful Examples
We’ve put together a few examples of what custom fields can look like in Batchbook. Check them out in our knowledge base.
We hope you get a lot of use out of Custom Field Sets. We’d love to hear some of the creative ways you come up with to use them to make Batchbook even more useful for your specific needs.