Key Takeaways
- Group with Sections: Use the “New Section” tool to make records digestible for users.
- Context is King: Use specialized fields (Email, Phone, URL) to enable native UI features like click-to-dial.
- Mapping Strategy: Create fields in the Leads module first to leverage automatic conversion mapping.
- Clean Data: Use Rollup Summaries and Formulas to automate calculations rather than manual entry.
Custom fields allow you to transform Zoho CRM from a generic database into a powerful business tool. In this guide, we explore every field type available and share best practices to help you maintain a clean, high-performing system.
Getting Started: Organizing with Sections
Before adding fields, consider your user experience. Using the New Section tool allows you to group related data. Default CRM layouts often feel like a “wall of text.” By breaking information into logical sections (e.g., Lead Source, Financials, Social Media), you make the system much easier for your team to use.
Zoho CRM Field Type Reference
Choosing the right field type is critical for data integrity and reporting. Below is a breakdown of the options available in the Zoho CRM layout editor:
| Field Category | Field Types | Best Practices |
|---|---|---|
| Text & Input | Single Line, Multi-Line, Email, Phone, URL | Use Email and Phone fields specifically to enable click-to-call and email tracking. |
| Selection | Pick List, Multi-Select, Checkbox, Radio Button | Use a Pick List when you want to restrict users to a specific list of options. |
| Dates & Time | Date, Date/Time | Use Date unless you specifically need the exact hour and minute for scheduling. |
| Numbers | Number, Auto-Number, Currency, Decimal, Percent, Long Integer | Use Decimal for most math. Use Auto-Number to create unique IDs (e.g., Invoice #). |
| Relational | Lookup, Multi-Select Lookup, User | Lookup fields link records (e.g., Lead to Account). Use carefully to avoid messy many-to-many data. |
| Advanced/Automation | Formula, Rollup Summary, Subform | Use Rollup Summaries to count or sum child records (like open tasks) on a parent record. |
| Media | File Upload, Image Upload | Image Upload is perfect for site surveys as it provides a gallery-style view. |
Advanced Features & Mapping
Lead Conversion Mapping
In the Leads module, you have a unique advantage. When you create a new field, you can select Edit Properties and choose to automatically create and map that field to the Accounts, Contacts, or Deals modules. This saves you from having to recreate fields and manually map them later in the conversion settings.
Formula & Rollup Summary Fields
These fields do the heavy lifting for your reporting.
- Formula Fields: Perform real-time math or text manipulation based on other fields.
- Rollup Summaries: Perfect for high-level insights, such as showing the “Total Value of Closed Deals” or “Count of Open Tasks” directly on an Account record.
Subforms: Multiple Rows, One Record
The Subform is a specialized field that lets you add multiple rows of data within a single record. This is ideal for scenarios where you need to list “Other Parties” or specific line items without cluttering your related lists.
Frequently Asked Questions
What happens to data in “Unused Fields”?
Data in unused fields is preserved, but the fields are hidden from the UI. Important: Unused fields still count toward your total field limits for that module.
Why use a Date field instead of a Checkbox?
A Date field acts as a checkbox (is it empty or not?) but provides the added context of when that action occurred, which is vital for correlation reporting.
What is a Long Integer field?
Long Integer fields are used for very large whole numbers (up to 19 digits) without decimals, typically used for external Record IDs or long serial numbers.
Ready to Optimize Your Zoho CRM?
Building a scalable CRM starts with the right data architecture. If you need help structuring your modules and fields, our experts are here to help.
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