Custom Fields & Data Management

▶️ 1. Creating New Opportunities

This video provides a quick demonstration of how to initiate a new opportunity within the CRM and track it through the early stages of your sales pipeline.

📝 2. Create and Associate Custom Fields

Custom fields allow you to capture data specific to your business process, linking that data directly to Contacts or Opportunities.

Field Creation Step-by-Step

1. From your Velocity 360 dashboard, click Settings (gear icon).
2. Navigate to Custom Fields or Data Properties.
3. Click + New Custom Field.
4. Enter the field name (e.g., "Contract Signed Date," "Product Tier").
5. Select the appropriate Field Type (e.g., Text Input, Dropdown Select, Date Picker, or Currency).
6. Crucially, select the Association (Contact, Company, or Opportunity) to determine where the data lives.
7. Define dropdown options if applicable, then click Save.

Tip: Use Dropdown Select fields over plain text input whenever possible to ensure consistency and easier reporting.

👁️ 3. Display on Opportunity Cards and Forms

Customize the front-facing visibility of your new fields so sales reps can quickly see key data points without digging into the full contact record.

Manage Card Display Settings

1. Go back to Settings > Pipeline Setup.
2. Select the pipeline whose Opportunity Cards you want to edit.
3. Locate the section labeled Card View Customization.
4. Use the checklist to select which Custom Fields should be displayed directly on the minimized Opportunity Card view (e.g., show "Product Tier" right next to the value).
5. To adjust how the fields appear when editing a record, navigate to Form Builder under Settings and arrange the field order for the "Opportunity Details" form.
6. Click Save or Publish Changes on the pipeline editor.

✅ 4. Enforce Data Integrity and Validation

Ensure high-quality data by making critical fields required before advancing an opportunity or closing a deal.

Setting Required Field Rules

1. In the Custom Fields section (Settings > Custom Fields), find the field you want to enforce (e.g., "Loss Reason").
2. Click the Validation tab for that field.
3. Check the box labeled Require this field before moving to Closed Lost/Won.
4. You can also set general rules (e.g., "Require Email Address" on all new contacts) directly within the Contact Form Builder.
5. Any attempt to transition an opportunity to the selected stage without the data filled out will result in an message guiding the user to complete the missing fields.

🧹 5. Bulk Updates and Data Cleanup

Use bulk editing tools to quickly apply changes or correct data across a large number of records, improving overall data quality.

Steps for Mass Action

1. Navigate to Contacts or Opportunities view.
2. Use the advanced Filters to narrow down the records you want to clean up (e.g., filter for "Product Tier is empty").
3. Once the filter results appear, click the Select All checkbox at the top of the list.
4. Click the Bulk Actions button (often represented by a gear icon or "..." menu).
5. Select Update Field Value, choose the field you need to update, and enter the correct value.
6. Confirm the action to apply the cleanup across all selected records instantly.