Custom fields for leads in Leadnote

Custom fields capture details that Leadnote's standard lead form does not have, such as budget range, preferred contact time or team size. You define a field once in Settings, choose the lists it applies to, and it then appears on the lead form, on the lead page and in filters.

Open the page

Open Settings and choose Custom Fields under Application Settings (some menus call it Fields). The same screen is the Custom Fields tab of the Qualifiers page.

On the left, the Field groups panel lists your groups. On the right, a table shows Order, Field Name, Group, Type, Mandatory, Visible, Mapped Lists and Actions. A search box above the table finds fields by name, and each row can show how many leads hold a value.

Field types

Add a field

1. Select Add New Field.
2. Enter the Field name, up to 80 characters. Two fields cannot share a name, even if the capital letters differ.
3. Select the Field type. For Dropdown and Multi-select, enter the Options and select Add after each. You need at least one, each can be up to 80 characters, there can be up to 100, and none can repeat.
4. Optionally choose a Group.
5. Switch on Set as mandatory field if a lead must not be saved without a value.
6. Keep Visible on lead forms on to show the field.
7. Under Lists, choose All lists, or Selected lists and tick the lists. Selected lists needs at least one list.
8. Select Add field. A message confirms "Field created".

Group and order your fields

Groups keep a long list tidy. In the Field groups panel select Add, enter a Group name such as Qualification or Billing (up to 100 characters) and select Add group. Choose the group in the field form, or move an existing field from its Edit dialog. Use the group actions to rename or delete a group. Deleting a group keeps its fields and makes them ungrouped.

Use the move up and move down buttons beside a field to change its Order. That is the order fields appear in on the forms.

Visible, mandatory and renaming

• Visible. Switch it off to hide a field from lead forms and filters without deleting it. The values already saved stay on the leads.
• Mandatory. A lead cannot be saved without a value, and the form says "[Field name] is required". For a Checkbox the box must be ticked. A hidden field is not enforced.
• Renaming. Edit a field with the pencil to change its name, options, group, mandatory status, visibility and lists. Renaming keeps the saved values.

Limit a field to some lists

A field set to All lists applies everywhere. A field set to Selected lists applies only to leads in those lists. The Mapped Lists column shows "All lists" or a count such as "2 lists".

You can also manage this from a list's own Custom Fields tab, which is quicker when you are setting up one list. That tab works a little differently, so see custom fields on a list. If you remove an All lists field from one list there, Leadnote changes it to Selected lists with every other list ticked.

When you move leads to another list, their custom values come along only if the destination list has the same fields mapped. Plan your mapping before a big move. See bulk actions.

Where custom fields appear

• Add and update lead forms. In the Qualifiers tab, under Custom Fields. Each field uses a control that fits its type.
• The lead page. In the Qualifiers panel, under Custom Fields.
• Filters. In the lead filter panel, under Custom Fields.
• Mobile app. The app receives your custom fields with the rest of your account setup and shows them on the lead.

Filter by a custom field

In the lead filters open Custom Fields, choose the field under Select a Custom Field, pick a condition and select Add. The conditions are Equals, Contains, Does not contain, Is empty, Is not empty, Greater than, Less than and Between. Add several conditions to narrow the list further. See advanced filters.

Delete a field

Use the bin icon under Actions on the field's row. The dialog says how many leads hold a value, for example "3 leads hold a value for "Budget"; it will be cleared. This cannot be undone." Confirm with Delete field. If you only want to stop using a field, switch off Visible instead.

Who can create fields

If you cannot add fields, the page tells you to ask the account owner.

Good practice

• Prefer a Dropdown to a Text Box when answers come from a short list. Filters and reports stay clean.
• Make a field mandatory only if you truly cannot work the lead without it. Every mandatory field slows down the person adding a lead.
• Map specialist fields to the list that needs them so other teams' forms stay short.
• Group fields by purpose so long forms are easy to scan.