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Adding Custom Field Sets to Activities

This article assumes that you’ve already created one or more custom field sets and are now looking to integrate them with activities.

  • If you’re new to custom field sets, see Creating Custom Field Sets.
  • If you want to associate a custom field set with leads, see Adding Custom Field Sets to Leads.

 

Prerequisites

While creating a custom field set, you must select the activity integration checkbox. This will make the custom field set available for activity integration –

CFS activity integration

 

Associate a Custom Field Set with an Activity

Once you’ve created a custom field set, you can add it as the data type for a field in any custom activity.

  1. Navigate to My Profile>Settings>Customization>Custom Activities and Scores.
  2. Click the Editpencil iconicon alongside an activity (you can also follow the same steps while creating a new activity).
  3. On the Update Custom Activity Type pop-up, click Next to navigate to step 2 of 3.
  4. Create a new field, or edit an existing one. Click the drop-down under the Type column alongside the field you want to associate the custom field set to, then select a custom field set.
  5. Click the Settingsicon to edit the custom field set. Click Next when you’re done.
    Note: Edits you make to a custom field set from here will not apply to the actual custom field set template you created. The edits will only apply to how the custom field set behaves with respect to this activity field.
  6. Drag and drop the custom field set to change its order or positioning on your create/edit activity forms.
  7. Click Save.

Associate custom object with activity field

Note: If a custom field set has any field(s) marked as mandatory,

  1. The custom field set field will automatically be marked as mandatory while configuring the activity fields (in step 2 of 3).
  2. You won’t be able to enable Quick Add for the associated activity. Conversely, if you enable quick add and then try and make a custom field set mandatory, you’ll still receive an error –

validate quick add

 

Adding an Activity with a Custom Field Set

The custom field set will now be available in the create/edit activity forms for that particular activity.

add custom field details

You can upload multiple files to a single field (multiple pages of a passport for example). You can even remove or replace a file after you’ve uploaded one.

upload, remove, replace

You can download the uploaded files from the Lead Details page.

downloaded file

 

Viewing Custom Field Sets

You can view custom field sets along with the parent activities on the following pages –

Lead Details Page – Documents Tab

Files uploaded through Custom Fields Sets are available on the Documents tab of the Lead Details page.

  1. Navigate to the Lead Details page.
  2. Click the Documents tab (step 1 in the screenshot below).
  3. Select Custom Field Sets from the Document Source drop-down (step 2 in the screenshot below).
  4. Click on a file to launch the file viewer.
  5. To download one or more files, select the checkboxes alongside the files (step 3 in the screenshot below), then click Download (step 4 in the screenshot below).

You can use the search box to search based on the activity name, custom field set name and the sub-fields within a custom field set.

lead details docs tab

Lead Details Page – Activity History Tab

Custom field sets are visible on the Lead Details page. Click the activity to view them along with other activity fields.
Click the View Files link alongside a custom field set field to view the uploaded files.

cfs lead activity history

cfs file viewer

Note: You can only view image and pdf files on the application file viewer. For other file types, you’ll be prompted to download the files and view them on your local drive.

Manage Activities Page

You can view custom fields sets on the Manage Activities page –

  1. Navigate to Leads>Manage Activities
  2. In the Activity Type drop-down, choose an activity where you’ve added a custom field set
  3. Click the select columns select column icon icon.
  4. On the pop-up, alongside Show, click All.
  5. Select the custom field set, then click Show Selected.

The custom field set will now be visible on the Manage Activities grid.

Show CFS Columns on Manage Activities

Note: ESS tenants can select and view individual CFS fields on the grid as shown below –

ESS CFS on manage activities page

ESS CFS Manage Activities Show columns

Smart Views

Similar to Manage Activities, you can also customize the Smart Views grid to display Custom Field Sets –

  1. Navigate to Leads>Smart Views.
  2. Under Actions, click Select Columns.
  3. On the pop-up, alongside Show, click All.
  4. Select the custom field set, then click Show Selected.

smart views CFS columns

 

Import & Export Custom Field Sets

You can import and export custom fields sets along with other activity fields. See the import/export section of Manage Activities for more details.

 

Current Limitations

  1. You cannot delete custom field sets.
  2. The status field cannot be removed from a custom field set.

cfs status field

3. You can add/remove the drop-down values of the status field. Note that the last value you enter will be treated as ‘Approved’, regardless of how you rename it.

CFS status fields

 

Any Questions?

We hope this article was helpful. If you still have doubts, feel free to leave a comment below.