Setup

Creating and configuring fields (with examples)

Add fields to any object, understand each type and when to use each one.

Custom fields appear automatically in the forms and lists of the chosen object. The configuration is in Settings → Fields.

Create a field

Go to Settings → Fields.
Select the object (e.g. Contact).
Fill in the Label (the name the user sees) and the API Name (internal identifier).
Choose the field Type. For selection types, define the options (values).
Check "Required" if it is necessary and click Create.

Delete a field

To remove a field, open Settings → Fields, select the object, click Edit on the field, then Delete. The field disappears from forms and lists. Values already filled in that field stop showing, but no record is deleted.

💡 System fields (like Name) cannot be deleted, because the object depends on them. Only fields you created can be removed.

Label vs. API Name

The Label is the friendly name (it can have accents and spaces and be translated later). The API Name is the stable identifier used in automations, reports, exports and integrations.

Example: Label "Date of birth" → API Name "date_of_birth" (lowercase, no accents, no spaces, starting with a letter).

💡 Choose the API Name carefully: changing it later can break automations and integrations that already use it. You can change the Label at any time.

Field types and when to use them

Text / Long text: names, descriptions, notes.
Number: quantities (e.g. number of employees).
Currency: monetary values (formatted in the organization's currency).
Percentage: rates and probabilities (e.g. 60).
Date / Date and time: birthdays, due dates, closing dates.
Yes/No: simple flags (e.g. "VIP customer?").
Selection: one choice from a list of values (e.g. Industry). It becomes a column in the kanban board.
Multi-select: several choices from a list (e.g. interests).
Email / Phone / URL: the format is validated automatically.
Relationship (lookup): links this record to another object (e.g. the Company of a Contact/Lead, or the main Contact of an Opportunity).
Formula (calculated): the value is calculated automatically from other fields and is not typed by hand.
Rollup (aggregates children): counts or sums records from another object that point to this one (e.g. the total of a company's opportunities).

Formula fields (calculated)

A Formula field has its value CALCULATED from other fields of the same record, recalculated every time the record is saved. When creating the field, choose the "Formula (calculated)" type and write the expression using the API Names of the other fields (there is a clickable list to insert them). The field appears read-only in the record and as a column in the list.

Operators: + − * / % and & to join text.
Comparisons: = ≠ (use <>) < > <= >=. They result in true/false.
Functions: IF(condition, then, else), AND, OR, NOT, ROUND(x, places), ABS, MIN, MAX, FLOOR, CEIL, CONCAT, COALESCE, LEN.
Empty fields count as 0 in arithmetic and "" in text; division by zero leaves the field blank.

Example: Average ticket: revenue / num_orders. Tier: IF(value > 100000, "Large", "Standard"). Full name: first_name & " " & last_name.

💡 Use the exact API Name of the fields (not the label). One formula can use ANOTHER formula, in any order, since the system resolves the dependencies between them. To edit the expression later, click "Edit" on the field.

The formula editor includes a searchable function REFERENCE ("Show available functions"): each function shows its signature, a description and an example, grouped by Logic, Number and Text. Click a function to insert it into the expression.

A Rollup field summarizes records from ANOTHER object that point to this one through a relationship field. E.g. on a Company, sum the value of all the Opportunities linked to it, or count how many Contacts it has. It is calculated on the spot when you open/list the record, so it is always up to date.

Create the field with the "Rollup (aggregates children)" type.
Choose the Object to aggregate (the child, e.g. Opportunity).
Choose the Relationship, the child field that points to this object (e.g. the Company field of the Opportunity).
Choose the Aggregation: Count, Sum, Average, Minimum or Maximum.
For Sum/Average/Minimum/Maximum, choose the numeric Field to aggregate (e.g. Estimated value).

Example: On the Company: "Total in opportunities" = Sum of the Estimated value of the Opportunities whose Company field points to it. Or "Number of contacts" = Count of the company's Contacts.

💡 The rollup respects your access: it only sums/counts the child records you are allowed to see. Records in the trash are not included in the count.

Relationship: search and select (or create)

A Relationship (lookup) field works like an autocomplete: the user starts typing the name and the list of existing records filters as they type, so they can pick one. If no match exists, you can create a new record with that name right there, without leaving the form. It applies to the Company field in Contacts and Leads and to any lookup field you create.

Show in list

Each field has a "Show in list" option: when turned on, the field becomes a column in the object's table (e.g. Contacts, Companies). Turn it on/off per field to control which data appears in the initial view.

Edit an existing field

In the field list, click "Edit" to change the label, the help text, the required flag, "Show in list" and, on selection fields, the values. See the article "Customize list values".

💡 Selection-type fields become the Board columns. That is why the Opportunity's "Stage" and the Lead's "Status" are Selection fields.

Open this article inside the system →