CRM (Advanced): Custom fields

TaxDome provides a whole set of custom fields, but you may want to create some of your own as well. Custom fields allow you to add details about your accounts and contacts. Some examples of custom fields for accounts would include Address, City and Type; while examples of custom fields for contacts could include Birthday and Best Time to Call.

A custom field can be created by a firm owner, admin or team member who has access rights to manage custom fields.

Covered here:

• Custom field types
• Account custom fields
  • Adding account custom fields while importing
  • Adding account custom fields from templates
  • Adding custom fields from a client profile
  • Adding custom fields for existing accounts
• Contact custom fields
  • Adding contact custom fields while importing
  • Adding contact custom fields from templates
  • Adding custom fields for existing contacts

Custom field types

To create a custom field in TaxDome, you need to select the type first. Selecting the type (such as text, number, URL) helps avoid entering incorrect data in the field (for example, an email field must be in the format of example@email.com).

TaxDome custom fields support the following types:

• Text: this type of custom fields can be used for any additional info you need to have about your clients. For example, you may want to add a Job Title or a Pronoun custom field. It supports all symbols.
• Date: this type is used to set dates. It supports MMM-DD-YYYY, MMM/DD/YYYY, MM-DD-YYYY and MM/DD/YYYY date formats for US firms. For non-US firms, DD-MM-YYYY and DD/MM/YYYY formats will be applied. The date can be selected from the calendar or typed in manually. Learn more about changing date formats.
• Dropdown: this type is used to select one or more of the available options. You can add as many options as you need. These custom fields support all symbols. There are two subtypes of dropdowns:
  • Single select dropdowns allow you to select only one option from the list.
  • Multiselect dropdowns allow you to select any number of options from the list. To enable multiselect dropdowns, toggle Allow multiselect on.

• Email: this type is used to add email addresses for your contact — for example, a secondary email address such as work or personal email. Portal access, notifications and email sync settings could be toggled on and off for each of the contact's email addresses. It supports uppercase and lowercase letters of the Latin alphabet, as well as digits and printable characters (such as punctuation marks). Email should be in the email@example.com format. This type is available for contact custom fields only.
• Number: this type is used to add phone numbers, social security numbers, EINs, etc. It supports digits and the plus, minus, comma and period characters (that is, "+", "-", "," and "." ).
• URL: this type is used to add URLs — links to social networks, websites, etc. The link should be typed in as one of the following formats: example.com, www.example.com or https://www.example.com.
• User: this type is used to select a team member. For example, it can be used to select a bookkeeper, manager or reviewer for a client account. This type is available for the account custom fields only.

Note! Team members selected in the User type of custom fields need to have account access.

Account custom fields

• Adding account custom fields while importing
• Adding account custom fields from templates
• Adding custom fields from a client profile
• Adding custom fields for existing accounts

You can include specific details about an account by filling in custom fields. Inside a client account, go to the Info tab, then click on the Edit link. Under Account info, fill in the custom fields you want to see added to the Account Details page, click Continue and then Save.

Adding account custom fields while importing

Create new custom fields for accounts while importing your client data to TaxDome:

1. Once you’ve reached the Map Accounts stage of your import, you may see that there’s no custom field to pair with a column header name you used on your spreadsheet. Don’t worry! Create a new custom field by selecting New field from the dropdown menu.

2. Under Field Name, enter what you would like to call it; for example, City, Phone or Website.

3. Select field type and click Save.

Once the import has been completed, the new custom field will be available for all your accounts.

Adding account custom fields from templates

You can also add account custom fields whenever you want from your settings:

1. Go to Templates > Custom Fields from the left menu bar, then click on + Add field.

2. Enter a name for the field (for example, EIN, SSN or Best time to call)

3. Select field type, then click Save.

Fill in the new custom field by going to the Create client account page or to the account's Info tab.

Adding custom fields from a client profile

Inside a client account, go to the  Info tab, click Edit, then click on the three dots to the right of Account info and select Add account custom field. Fill in the name for your new custom field, select the type, then click Save.

 You can also add custom fields when creating a new account.

Adding custom fields for existing accounts

If you want to add custom fields to all of your existing accounts, follow these steps:

1. First, export all your accounts. To do this, go to Clients > Accounts from the left menu bar, click the three dots to the right of the search bar and select Export Accounts. You’ll receive an email with an attached zip file with all your accounts.

2. Open the CSV file and delete all columns from the spreadsheet except for the account name column. Add columns for the custom fields you want to add and fill in the data.

Tip! To avoid losing your data, make sure that the format of values in cells corresponds to the allowed formats for each type of custom field.

3. Save your spreadsheet as a CSV file.

4. Upload the spreadsheet to TaxDome by clicking the Import button on the Clients > Accounts page.

5. Map the account fields. Create corresponding custom fields in TaxDome by selecting New field in the drop-down menu. More on adding account custom fields while importing.

6. Skip the other steps and click on the last step,  Start Import. No new accounts will be created. Instead, the new custom fields will be added to your existing accounts.

Contact custom fields

• Adding contact custom fields while importing
• Adding contact custom fields from templates
• Adding custom fields for existing contacts

Contact custom fields allow you to add details about your contacts. You can include specific details about an account by filling in custom fields. On the Clients > Contacts page, click on the contact name. Under Contact info, fill in the custom fields you want to be added and click Save.

You can edit the contact details by clicking the contact name on the client account's Info page as well.

Tip! Email addresses entered in custom fields will show up in a contact search.

Adding contact fields while importing

You can add custom fields to your contacts when you import your client data to TaxDome:

1. Once you’ve reached the Map Contacts stage of your import, you may notice that there is no contact property name to pair with a column header name you used on your spreadsheet. Don’t worry! Create a new contact property name or custom field by selecting New field from the dropdown menu.

2. Under  Field Name, enter what you would like to call it; for example, Phone, Date of birth or Email.

3. Select the field type and click  Save.

Once the import has been completed, the new custom field will be available for all your contacts.

Adding contact custom fields from templates

Add new custom fields to your contacts whenever you want:

1. Go to Templates > Custom Fields from the left menu bar, then open the Contacts tab and click + Add Field.

2. Enter a name for the new custom field under  Field name — for example, Birthday, EIN, SSN or Best time to call.

3. Select the field type and click Save.

Once you've created the new custom field, it will be available for all of your contacts.

Adding custom fields for existing contacts

1. First, export all your contacts: go to Clients > Contacts from the left menu bar and click Export Contacts. You’ll then receive an email with an attached zip file of your contacts.

2. Open the CSV file and delete all columns from the spreadsheet except for the contact name column. Add columns for the custom fields you want to create, then fill in the data.

Tip! To avoid losing your data, make sure that the format of values in cells corresponds to allowed formats for each type of custom field.

3. Save the spreadsheet as a CSV file.

4. To upload the spreadsheet to TaxDome, go to Clients > Contacts from the left menu bar, then click Import. 

5. Skip the steps to map contact fields. Create corresponding custom fields in TaxDome by selecting  New field from the drop-down menu. More on adding contact fields while importing.

6. Click Continue and then Start Import on the last step.

7. Click Merge duplicates to add the new data to your existing contacts.

Editing/deleting custom fields

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Searching custom field content

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Using custom fields as shortcodes

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Using account custom fields in PDF invoices

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Using contact custom fields when requesting IRS transcripts

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