CRM (Advanced): Custom Fields

TaxDome provides predesigned customer-relationship management (CRM) fields, but you may want to create some of your own for accounts and contacts. Add custom fields to your accounts to list the address or type of organization—or to your contacts to keep personal notes about someone (e.g., a Birthday or Best Time to Call field). The info in custom fields is visible only to you and your team.

A custom CRM field can be created by a firm owner, Admin, or any employee who has been given access rights to manage custom fields.

Covered here:

Custom Account CRM Fields

Add as many custom CRM fields to your accounts as you need to and then fill them in. You’ll always be able to see the filled-in fields in the Info tab of a client’s profile. The ones that haven’t been filled don't appear. Click the three dots and then Edit to enter info in those fields if needed.

Adding Account CRM Fields During Import

Add custom CRM fields to your accounts while importing your client data to TaxDome.

1. When you're on Step 2, Map Accounts, of the importing process, and an account property is missing for a column header name, add a new one by selecting New field in the drop-down.

2. Enter the Field name (e.g., Company Size, Company Website, etc.).

3. Click Save.

After the import is completed, the custom field is will be added to all your accounts.

Adding Account CRM Fields From Settings

To add a custom CRM field to your accounts:

1. Go to Settings, select Custom Fields, then click on the + Add field link.

2. Enter a name for the field (e.g., Birthday, EIN, SSN, Best Time to Call, etc.), then click Save.

Once added, a custom field can be filled in with info in the Create client account window or in the Info section of a client’s profile.

Custom Contact CRM Fields

Custom contact CRM fields allow you to enter more details about a contact, such as a job title or birthday. And, unlike custom CRM account fields, they’re for two types of data—either text or an email address. 

An email address is primarily used to give the person it belongs to client-portal access to an account. Add multiple email custom fields to a client’s contacts (e.g., for family members or business partners), then link those emails to the appropriate account and turn on portal access.

A contact’s email address list will always appear in the Info tab of a client profile. Here, you can manage who has access to the account, who receives emails sent from TaxDome, and which email addresses are included in your synced email history.

Email addresses entered in custom fields are included in contact searches or when you link a contact to a new account.

Adding Contact CRM Fields During Import

Add custom CRM fields to your contacts while importing your client data to TaxDome.

1. When you're on Step 4, Map Contacts, of the importing process, and a contact property is missing for a column header name, add a new one by selecting New field in the drop-down.

2. Select the field type: Text or Email, then enter the Field name (e.g., Daytime Pnone, Birthday, etc.).

3. Click Save.

After the import is completed, the custom field is will be added to all your contacts.

Adding Contact CRM Fields From Settings

You can add custom CRM fields to your contacts whenever you want to.

1. Go to Settings, select Custom Fields, then Contacts, and then click on the + Add Field link.

2. Select the field type: Text or Email.

3. Enter a name for the Field name (e.g., Birthday, EIN, SSN, Best Time to Call, etc.), then click Save.

Once created, a custom field is added to all of your contacts.

Editing/Deleting Custom CRM Fields

You can always edit the custom CRM fields you’ve created. Go to Settings, select Custom Fields, then Contacts or Accounts.

  • To rename: Click the pencil icon next to the field you want to edit, make your changes, then click Save.

  • To change the order: Point to the move icon to the right of the one you want to place elsewhere, drag and drop it, then click Save.

  • To delete: Click on the trash can icon to the right of the one you want to remove, then confirm. Once a field has been deleted, it will no longer be visible in your contacts or accounts. Also, this will affect all templates where the custom field is used as a shortcode.


Searching Custom Fields Content

You can search for specific contact or account using a keyword from any custom field:

  • Type in the search field at the top of the Contacts or Accounts section. The contacts/account list will be narrowed accordingly once you press enter on your keyboard. Click on the cross icon in the search field to clear it.
  • Click the search button on the left sidebar on any page, type in the search field, then review the results on the Accounts and Contacts tabs.

Using Custom Fields as Shortcodes

Custom fields could be used as shortcodes (dynamic data) to add recipient-specific text, such as a person’s birthday, phone, or SSN. You can use account and contact custom fields as shortcodes throughout the system:

Account custom fields Bulk emails (subject and body)  
Email templates (subject and body)
Message templates
Job templates
Contract templates
Contact custom fields Bulk emails
Email templates

For example, if you use the  Custom field: Date of Birth in the email template, the recipient will receive the email with their birthday date (if that field is filled).

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