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Store custom information for Opportunities

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Store custom information for Opportunities

Steps to create an Opportunity-based Custom Field

Related Help Guide Pages

Learn how to store custom information for Opportunities

Do you need to store extra information about your customer Opportunities that isn’t captured by default in accessplanit? This guide will show you how to create Opportunity-based Custom Fields to store information that you need for your processes!

For example

  • You can use Custom Fields to record an Opportunity follow-up date

  • You can use Custom Fields to store the reason why an Opportunity has been lost

    image-20250429-112656.png

     

This page will walk you through the steps to create a Custom Field for your Opportunities to store additional information about your customers.

Create a Custom Field

Follow these steps to create a new Custom Field for your Opportunities

  1. Open the Opportunities DataGrid from your Main Navigation Menu on the left

    image-20250429-110904.png

     

  2. This will open the Opportunities DataGrid

    image-20250429-110943.png

     

  3. Select any existing Opportunity & select the ‘Quick Edit’ option from the right-hand side of the DataGrid

    image-20250429-111121.png

     

  4. This will open the ‘Quick Edit’ pop-up box, this is where your new Custom Field will appear.

    image-20250429-111150.png

Top Tip!
You can right-click on the Opportunity within the DataGrid, select ‘Edit’ from the Context Menu and view where the Custom Field will sit within the Opportunity.

You can choose from:

  1. Identity

  2. Contact Details

  3. Assigned To

  4. Status

  5. Source Information

  6. Financial

 

  1. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250414-125351.png

     

  2. This will open the Administration Menu

    image-20251022-134040.png

     

  3. Open the ‘Custom Fields’ menu option to access the page where you can create & manage your platform’s Custom Fields

    image-20251022-134117.png

     

  4. Click the ‘Add Custom Field’ button at the top of the DataGrid

    image-20250414-125550.png

     

  5. This will open the ‘Add Custom Field’ pop-up box

    image-20250414-125620.png

     

  6. Add a name for your Custom Field

    image-20250429-111435.png

     

Please Note!

If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'.

This is because numbers can affect the Audit Logs if you choose to have this enabled

 

  1. Optional - Add a description for your Custom Field

    image-20250429-111529.png

     

  2. Choose your Custom Field Type using the drop-down menu

    image-20250429-111623.png

Text - Use this type for Custom Fields that will store words or sentences; for example, labels, descriptions, or general notes.

Number - Use this type for Custom Fields that will only store numbers, for example, quantities or scores.

Date - Use this type to add a calendar-style field that will store a date, for example, due dates or birthdates.

Checkbox - Use this type for Custom Fields which will be a simple checkbox; it’s ideal for yes/no questions or marking something as done.

Drop Down List - Use this type for Custom Fields where you’d like people to choose from the list of options in a drop-down menu. When you select this type, a new box will appear so you can add the choices you want to include.

  1. Select ‘Opportunity’ from the drop-down menu for the ‘Module’
    This tells your platform which area to store your Custom Field in

    image-20250429-111715.png

     

  2. Now choose which ‘Page’ the Custom Field will be visible on

    image-20250429-111806.png

     

  3. Based on your decision in step 4, select which section on that page your Custom Field will be added to

    image-20250429-111846.png

     

  4. If you would like this Custom Field to be available to include in the content of Emails sent from your platform (e.g. confirm an ‘Opportunity Follow Up Date’ in an email), check the ‘Include in Text Templates’ option
    Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.

    image-20250415-085047.png

 

  1. If you would like this Custom Field to be available to use as a rule in your Workflows (e.g. only trigger for Opportunities with a 'Loss Reason’ ), check the ‘Include in Workflows’ option
    Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.

    image-20250415-085315.png

 

  1. If you would like this Custom Field to be audited (e.g. keep track of when an Opportunity follow-up date was added), check the ‘Include in Audit Logs’ option

    image-20250415-085500.png

     

  2. Click the ‘Save & Close’ button to create your Custom Field

    image-20250415-085516.png

     

  3. Return to the Opportunities DataGrid and add the new Custom Field column to your DataGrid

    image-20250429-112656.png

     

  4. Once you have added the Column to the Opportunities DataGrid, you can then use the ‘Quick Edit’ button to enter information into your new Custom Field. Alternatively, you can Bulk Edit the information into your Custom Field from the Opportunities DataGrid

    image-20250429-112733.png

     

Top tip!

You can now add this Custom Field as a column in your Opportunities DataGrid to view and manage it alongside your other Opportunities information. Read more about managing your DataGrid columns.

FAQs

Can I change which page/section the Custom Field is displayed in later?

Yes, you can change the page/section that your Custom Field has been added to. You cannot change the Name or Type of the field once it has been created.

Can I see who makes changes to my Custom Field?

Yes, as long as the ‘Include in Audit Logs’ box is checked when you create or edit the Custom Field. This setting means any changes made to the value stored in that field will be tracked in the Audit Logs. You’ll be able to see what the value was changed from and to, when the change happened, and who made it! Please note This audits the values added or updated in the field, not changes to the field itself (like renaming or repositioning the field). Please Note! If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'. This is because numbers can affect the Audit Logs if you choose to have this enabled

Can I search using my Custom Fields in my DataGrids?

This isn’t possible but it is possible to apply Filters using your Custom Fields!

Can I delete Custom Fields?

Best practice is hiding Custom Fields from view via the Configure Forms option, however, if you do need to Delete a Custom field, we recommend contacting the Support Team in order to delete the field, the support team will need to be contacted within 15 minutes of the field creation.

Once a drop-down box Custom Field has been Created, is it possible for us to change the options included?

Yes, this is possible! Just edit the Custom Field from the Custom Fields DataGrid in Administration and add your new options.

Can a Custom Field be renamed?

No. Custom Field names cannot be edited/changed

 

 

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