You can establish your available Keyword and User Defined Field options under Manage Your Account —> Manage Database Lists:
We are often asked what the differences are between Keywords and User Defined Fields. In a nutshell:
User Defined Fields:
- Act as a "response" to the field name
- Are used to track details about the Contact
- Are pre-defined selections.
- Are used to group similar Contacts
It is recommended that User Defined Fields be used for values that are unique to each Contact while Keywords should be used to group various Contacts together, as Keywords will be exactly the same in each case since you must select from your predefined list of Keywords (to which you can add at any time.) Because this can be confusing, let's break it down just a little further.
UDFs are similar to Keywords, but they do offer some advantages not available with Keywords. They are similar to Keywords in that the UDF itself is likely to apply to a large number of your clients. What distinguishes them from Keywords is that you aren't simply assigning the Keyword (e.g. Golf) to a client. UDFs are fields that also allow you to assign individualized Field Values to each client. So, you might create a UDF called Favorite Golf Course - you can then assign individual field values (e.g. Pine Valley Golf Club, etc.) to each of your clients that have Golf as a Keyword and Favorite Golf Course as a UDF.
Additional Information about Keywords
- The Keywords section is intended to provide you with a way to quickly view key ideas you want to associate with a contact.
- There are no standard Keywords in your database by default.
- To add or delete a Keyword for a contact, click Editin the header bar of their Keywords section.
Once you've clicked Edit, you will see the following dialog:
Within the dialog you'll see any Keywords currently assigned to the contact. To delete one of these previously assigned Keywords, hover over the Keyword and then click the icon to its left:
To add a new Keyword from this dialog, you can just begin typing the Keyword in the box that says "Start typing . . ." Any Keywords you've added to your database that match what you've typed will appear. Just select the one you want to apply to the contact and then click Add Contact Keyword. If you want to add a new Keyword for this contact that you haven't previously used, you can type that Keyword here and you'll have the option to save it as a new Keyword within your database.
Additional Information about User Defined Fields
- The User Defined Fields section is intended to provide you with a way to track information you deem important that isn't represented by any existing fields within your CRM.
- To edit or delete a User Defined Field previously assigned to a contact, you can right-click on that particular UDF on that contact's Overview and you'll see the following options:
In this example, I right-clicked the "Newsletter" UDF. As you can see, I then have the options of editing or deleting that UDF. If I were to choose "Delete UDF," I'd receive a popup asking me to confirm the deletion which, if I clicked OK, would remove the UDF from the contact. If I were to choose "Edit UDF," I'd see the following:
The Update User Defined Field dialog just displays the UDF at the top, followed by a text box with the field value you previously associated with the UDF for this contact. You can type whatever value in this box suits your needs. Click Update and your change will be saved.
- To add a new User Defined Field to a contact record, click Add in the header of the contact's UDF section:
You'll then see the following dialog:
After selecting the UDF to apply, you can type whatever you need to type in the box to the right to serve as a Field Value for the UDF. Then click Add.
- If you want to add a new User Defined Field for this contact that you haven't previously used, you will first need to create that User Defined Field under Manage Your Account —> Manage Database Lists. It will then be available the next time you enter a Contact Record to make edits in this section.