Capsule

Customising using custom fields, tags and datatags

1. What do each of these do and why chose each method?

   Tags – these allow you to identify categories of contacts with the same characteristic.  You can use a tag to select a list of contacts and then email them, export the file, delete or modify the list in some way.  You are able to set up a generic list of tags for users however they are also able to add new tags as and when they need them by keying them in against the record.  These new tags then become available to other users.

   Datatags – do the same as tags with the huge benefit of adding custom fields that are relevant to the records that have this tag added to them.  At the time the tag is added to the record, whether a contact, opportunity or case, your users will be prompted to add the additional information immediately.  If they do not have this information at hand they will still be able to add it as the information comes available.

   Custom fields – these fields are added and are available to all contacts at the time their records are amended.  You can chose whether a custom field is relevant to a company, person or both.

2. What types of custom fields can I have?

   Adding custom fields for general use or with Datatags can be created as different types:

   • Date – automatically controls the input to be a date.  The user gets a calendar to select the date
   • List – you pre-define the selection list for users.  Where used this controls the data quality and can be used effectively for selection
   • Free format – any type of information can be added by the user

3. Can I add more structure to custom fields?

   Yes, it is possible to enter a validation rule available from the web or some other source.  These rules are different for different countries but include such things as bank account validation.  These are entered into the validation rule field for a custom field of type ‘text’.

4. How do you correct duplicate tags that have the same meaning?

   To allow suitable flexibility in Capsule, users are allowed to select a tag from the dropdown list or add a new tag.  Potentially the user could add a tag that has already been defined in another way eg ‘staff’ may exist as a tag but the user adds ‘employee’

   To correct this use the following instructions:

   1. from the contact list/report window – create a list that includes all contacts with the incorrect tag, in the case above you would select all records with “employee”.  Assuming this has now become a long list and you want to correct the whole list then:
   2. to this group add the correct tag, and in this example add tag = “staff”

   NOTE: now this list will have the correct tag and the incorrect tag

   3. go to the tag administration screen and remove the tag that is not wanted.  This removes the tag all contacts on this list

5. What happens if I decide that the relationship type or information held is redundant?

There is no commitment to continue to collect information that becomes irrelevant over time.  Capsule is designed so you determine the information you wish to store. If the field you created now holds useless information you can either:

1. stop collecting the information and leave the current information in place
2. delete the field so your users no longer think they should add or update the information.  Where information is already held, you will be warned when you delete the field.  If you continue you will not be able to retrieve the information lost.