Today we continue our Sneak Peek Series on Project Tailwag with a look at enhancements we've made to User Defined Fields (UDFs).
UDFs can now be set up using one of four different Field Types, where the value you enter for them is either free-form text, selection from a list of predefined values, True/False or Yes/No. In previous versions of Redtail CRM, you were limited to a free-form text box value only.
This change presents you with the opportunity to ensure that your database users populate UDF values in a consistent manner that allows for cleaner reporting and more precise segmentation / niche marketing, while also leaving in place the flexibility present with the free-form text UDFs where that might be necessary.
To give you a better idea of what this will look like when your database users are adding UDFs to a contact record, let's take a look at what each UDF Field Type will present to users:
This is the Field Type that has traditionally been available in Redtail CRM. UDFs set up with a Field Type of "Any Text" allow you to enter any value for the UDF when assigning it to a contact. You'd want to use this Field Type when the Field Value is likely to be different for most contacts to whom you might assign it.
As an example, you might want to track your contacts' pets' names. Let's say you are going to break that down by dogs, cats, horses, Vietnamese pot-bellied pigs, etc. If you were going to add a contact's dog's name, after selecting the UDF "Pet's Name — Dog", the Add User Defined Field dialog would look like the below, with a Value box that you can type whatever you would like into:
After clicking "Save UDF", the User Defined Fields area for this contact will reflect that they have a Pet Dog and that the furry fella's name is Tucker McLaughlin.
List of Values
UDFs set up with a Field Type of "List of Values" allow you to set up a predetermined list from which to choose when assigning it to a contact. You'd want to use this Field Type when the Field Value is likely to be limited to a certain number of viable options.
As an example, you might want to track your contacts' favorite local golf courses. If you've set your Favorite Local Golf Course UDF up with a Field Type of "List of Values" and entered all local golf courses as possible Field Values, when one of your database users goes to add this UDF to a contact record, they might see the below:
After selecting the appropriate course and clicking "Save UDF", the User Defined Fields area for this contact will let you know where they might be most amenable to a round of golf.
True or False / Yes or No
While True or False and Yes or No offer distinct choices as a Field Type for UDFs, they both work in the same way. In our example below, we'll consider a UDF with a Field Type of "True or False" — if you need one with a Field Type of "Yes or No" it works in the exact same fashion. UDFs set up with a Field Type of "True or False" allow you to select either "True" or "False" as the value for the UDF when assigning it to a contact. You'd want to use this Field Type when the Field Value can only be one of those two choices for any contacts to whom you might assign it. As an example, you might want to track whether or not contacts have opted-in to receive your monthly newsletter. Here's what your database users would see when going to add this UDF to a contact:
After clicking "Save UDF", the User Defined Fields area for this contact will reflect your selection. Both True / False and Yes / No UDFs can present you with immediate actionable items through the UDFs By Contact Report. As but one example, should you filter your UDFs By Contact Report on the above UDF for all contacts with a "False" value, you can immediately see who you need to work on to get them subscribed to your monthly newsletter. That said, the possibilities for how you might use any or all of the available Field Types for reporting are limited only by the data that your office tracks through UDFs.
We'll have additional peeks into Project Tailwag for you soon!
In the meantime, you can learn more at the Project Tailwag FAQ page.