Add your own fields to contacts, companies, deals and cases

Custom fields are your organization's own fields on its records: a contact's seat count, a company's industry, a deal's source, a case's severity. Each one shows on every record of its kind, and can be a column and a filter on that kind's list, a rule in a segment, a condition in a flow, a column in an import, and a value the API reads and writes.

Free and Standard hold 25 fields on each kind of record, and Plus holds 100. A deleted field frees its place.

Who can do what

• The Owner and Administrators make, change, order and delete fields. So does a role of your own given "change the organization's settings".
• Every member sees the fields on each record their role reaches.
• Whoever may change a record fills in its values. A value is seen exactly as its record is: only a member who sees a record sees its values, on its page, on a list, in a filter or in a segment's count.

Make a field

1. Open Settings, then Custom fields, at https://app.contactroll.com/settings/fields.
2. Choose Contacts, Companies, Deals or Cases. The heading says how many fields that kind has of how many your plan holds.
3. Press Add a field and give it a name, up to 80 characters.
4. Choose its type: Text, Long text, Number, Money (in one currency), Date, Dropdown, Multi-select, Checkbox, Web address, Email address or Phone number.
5. For a dropdown or a multi-select, type its choices, one a line, up to 100 of them.
6. Add help text if you like. It shows under the field where it is filled in.
7. Tick Required if every record of that kind should have it when a person or an app makes or changes one.
8. Press Add the field.

A field keeps its type, its currency and its kind of record. To change one of those, add a new field.

Change, order and delete fields

• Press Change on a field's row to change its name, its help text, whether it is required, or its choices. A choice that records still hold stays: the page says how many hold it. Rename a choice changes its word on every record that holds it.
• Up and Down set the order every record's page and list show.
• Delete removes the field's value from every record, and each record's history keeps a line saying what the value was. The page says how many records held a value before you confirm.

On a record

Each record's page has a Custom fields panel, with each value in its type's words: $2,500, Oct 31, 2026, Yes. A web address, an email address and a phone number are links.

Press Edit fields to fill them in. What you type is read the way the field takes it, a number as a number and a phone number in your organization's default country, and a problem is shown under the form before anything is saved. Every change after a record is made is a line on its timeline.

A record made from outside, such as a contact from an inbound email or a sign-up form, is always kept even when a required field is empty. Its page says which required fields are empty, and the next change of its fields asks for them.

On a list

On Contacts, Companies, the Deals board and the Cases queue, open Custom fields: columns and a filter.

• Columns: tick the fields to show as columns. ContactRoll remembers your choice in this browser. On the Deals board a chosen field is a line on each card.
• Filter by: choose a field, how it is compared and a value. Clear the filter brings everything back.

In segments, flows and imports

• In a segment, choose the rule A custom field, then a contact's field or their company's. The count on the Segments page counts the people you see.
• In a flow's If, choose A custom field: the record's own fields, its person's or its person's company's. Flows come with the Plus plan.
• In an import, a column whose header is a field's name is matched to it. Each cell is read as the field takes it, and a cell in the wrong form is listed with its row in the rows that fail, in the field's own words.

Through the API and webhooks

Each contact, company, deal and case the API returns carries its custom values under custom, keyed by each field's key. GET /custom_fields lists the fields and their keys. A webhook's changes carry custom when the values changed. The API and webhooks come with the Plus plan; the API reference is at https://app.contactroll.com/settings/api.

In a merge

When two contacts or two companies are merged, each custom field is one more choice: the value of the record that stays, or the other's. Where the record that stays has no value, the other's is chosen for you. The article "Merge duplicate contacts and companies" says more.