How to Create and Use Custom Fields in CrmLeaf
All editions. Core feature - no add-on required. Custom fields on a module's records are available only where that module is enabled for your account.
Availability: All editions. Core feature - no add-on required. Custom fields on a module's records are available only where that module is enabled for your account.
Overview
Custom fields let you capture information CrmLeaf does not hold as standard, without changing how the platform works. A default set of custom fields is created with every new account, and Administrators can adjust them to match the data the business actually needs.
Use custom fields when a piece of information must be recorded consistently on every record of a type, and when you want it captured on a public web-to-lead form.
How It Works
An Administrator defines the field for a record type. It then appears on the form for that record type, so users complete it as part of their normal work. Public lead capture forms can include custom fields, so the data arrives with the lead rather than being added later.
Define field → Field appears on the record form → Users enter values → Captured on public forms → Used in filters and exports
- Custom fields are seeded for the account when the Company is created, so a starting set already exists.
- A web-to-lead form can include custom fields, alongside reCAPTCHA, email de-duplication and product selection.
- Recruitment handles its own equivalent with custom questions on a job opening and the candidate's custom answers on the application.
- Custom fields belong to the Company, so they apply across its Organizations.
Who Can Use This Feature?
Administrator
- Review the custom fields seeded with the account.
- Create, edit and remove custom fields for the record types that need them.
- Decide which custom fields appear on public web-to-lead forms.
User
- Complete custom fields when creating or editing a record.
- Use the values in filters, reports and exports where they are available.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The module whose records you want to extend is enabled for the account.
- You know exactly what you want to capture and why, so the field earns its place on the form.
- For lead capture, a pipeline exists so a web-to-lead form can be generated.
For Administrators
Step 1: Decide what to capture
What to do: For each proposed field, write down the record type it belongs to, who will complete it, and what decision the value supports. Discard anything that does not have an answer to the third question - unused fields slow every user down.
What to verify: Each field has a named owner and a purpose.
Step 2: Review the fields already seeded
What to do: Open the custom field configuration and review what already exists for your account. Adjust or remove the seeded fields you do not need before adding new ones.
What to verify: The list matches the fields your team is actually asked to complete.
Step 3: Create the field
What to do: Add the field for the record type, give it a clear label, and Save. Use wording your users will recognise, because the label is what appears on the form.
What to verify: Open the create form for that record type and confirm the field appears.
Step 4: Expose it on lead capture where relevant
What to do: If the value should be supplied by the prospect, include the custom field on your web-to-lead form so it is captured at source.
What to verify: Submit a test entry through the public form and confirm the value is stored on the new lead.
Step 5: Brief users and check the data
What to do: Tell users what the new field is for. Check a sample of records after a week to confirm it is being completed consistently.
What to verify: Values are present and meaningful, not blank or inconsistent.
For Users
Step 1: Complete the field when you create the record
What to do: Complete custom fields as part of the record form, at the same time as the standard fields. Complete every mandatory field before saving.
What to verify: The record saves and the value is shown when you re-open it.
Step 2: Add a value to an existing record
What to do: Edit the record, enter the value and Save. Fields added after a record was created are empty until someone fills them.
What to verify: The value appears on the record.
Expected Result
The custom fields your business needs appear on the relevant record forms, users complete them as part of normal work, and values supplied through a public web-to-lead form arrive with the lead.
Service Organisation Context
Custom fields are where a firm records engagement metadata CrmLeaf does not model natively - an engagement or matter reference, the contracting entity, or a practice code - captured consistently on every record of that type. This is also the honest answer where a service reader expects a field the product does not have. Several measures service organisations look for are not standard fields today, including an employee cost rate per hour, a utilisation target and a billing type per project. A custom field can hold such a value for reporting and export, but CrmLeaf will not calculate from it.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- A set of custom fields is seeded when the Company is created. Review it before adding more.
- Adding a field does not populate existing records. Historical records stay empty until a value is entered.
- Custom fields are held at Company level and apply across its Organizations.
- Recruitment uses custom questions on job openings and custom answers on applications rather than the same mechanism.
- Keep the number of fields small. Every field is asked of every user, on every record.
Common Scenarios
Example: qualifying inbound leads. A solar installer needs to know the roof type before a survey is booked. The Administrator adds a custom field for it and includes it on the web-to-lead form, so the value arrives with the lead and the surveyor can plan the visit.
Example: an internal reference. A contractor records a client's own project reference. The Administrator adds a custom field, and project administrators complete it when the project is created, so the reference appears with the record instead of in a note.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The new field does not appear on the form | It was created for a different record type, or was not saved | Re-open the configuration, confirm the record type and Save again. |
| Existing records show the field as empty | Adding a field does not populate historical records | Enter values on the records that need them, or accept the gap for historical data. |
| The field is missing from the public web-to-lead form | It was not included on the form | Include the field on the form and submit a test entry. |
| A user cannot see the field | Their role has no permission for that module, or the module is not enabled | Check the module and the role's permission scope. |
| Values are inconsistent across records | The label does not make the expected value obvious | Rename the field with clearer wording and brief users. |
Frequently Asked Questions
Which record types support custom fields?
Custom fields are seeded for a new account and can be used where the record type supports them.
Can a custom field appear on a public form?
Yes. A web-to-lead form can include custom fields, so the prospect supplies the value directly.
Can a user create a custom field?
No. Administrators create custom fields; users complete them.
Are custom fields included when I export?
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