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Data Enrichment

Custom Fields

Every business is different with unique workflows and data that needs to be tracked. Capsule allows you to keep a record of all of this data through Custom Fields. There is no limit to the number of Custom Fields you can create so it is simple to create a bespoke setup for your business.

There are a variety of different Custom Fields available to cater to all data types. Here’s a breakdown of the field types that are available:

Text - enter any kind of information - words and/or numbers. These fields can be flagged as searchable so you can include this field when searching for a record. The character limit for text fields is 250 characters.

Date - record useful dates on your records and create lists based on these dates. Useful when tracking renewal dates, allowing you to easily create a list of the people or organisations you need to contact to discuss renewal.

Check Box - a simple check box for yes/no values. This is really useful for things like recording a contacts marketing consent or tracking which contacts are premium members. Again, records can be filtered by the checkbox value.

List - a single-select dropdown menu on your records with a pre-defined list of values to choose from. This is useful when you want to segment your contacts into different types for example and can be used as an alternative to Tags and avoids the problem of possible spelling mistakes by your users.

Number - store numerical data on your records which in turn can be used to filter lists using conditions like “is more than” or “is less than”. This can be used for creating contact scores or tracking how many units a customer is interested in purchasing.

Generated links - a simple way to create links to external sites or services while passing details from the Capsule records to that site or service.

As mentioned above a Generated Link is a type of Custom Field that you define where the link uses fields from the Capsule record and passed the data in the URL. You form the structure of these URLs yourself and pull data from your Contacts in Capsule dynamically.

For example, if you want to search for a contact’s email address in Gmail, you can copy the URL of a Gmail search and then add a dynamic parameter to add your Capsule data from the current record to the URL - like this:

For the URL https://mail.google.com/mail#search/{email}, {email} will be replaced with the email address of the contact you are currently viewing. Clicking the link will take you directly through to a search in your Gmail account for that email address, showing you all emails sent to/from that contact. Regardless of what contact you click the link on, the {email} part of the link will be populated with the email address from that specific contact.

Another example of how they’re used is with Quotient. They have built their service to let you create a quote from a URL where the values you pass in the URL get populated in the fields for the quote itself. That way with the click of a link in Capsule you get taken directly to create a new quote in Quotient with the name and email address from the contact in Capsule already populated in the quote. We have more details on how that is setup in our article on the Quotient integration.

This is just one of the use cases of Generated links but there are all sorts of other ways these can be used to help you link up to other services. Here are the parameters that can be used in your links to feed data from your Contacts

  • {id} - id of the contact
  • {name} - name of the contact
  • {firstName} - first name
  • {lastName} - last name
  • {organizationName} - name of the organization that the person belongs to
  • {email} - first email address of the contact
  • {phone} - first phone number for the contact, {phone[Mobile]} first mobile number
  • {custom[name of custom field]} - value of a custom field on the contact
  • {user} - the username of the currently logged in user

Generated Links will only be displayed if the fields its using e.g. email or phone etc are populated.

How to add Custom Fields

To create a new Custom Field:

  1. Navigate to the Account Settings Custom Fields.
  2. Here you can use the tabs to select whether the Custom Fields will be for People & Organizations, Opportunities or Cases
  3. Click to Add New Custom Field
  4. Select the type of field that you would like to add
  5. Give the Custom Field a Label and Save

Tags

Tags are a simple way to quickly add context to your Contacts, Opportunities, and Cases. You can add Tags for anything you like such as your relationship to a a Contact, the source of a sales Opportunity, or the type of project you are working on with Cases.

You can filter all your records by Tags at any point to segment your Contacts, Cases or Opportunities. This can be really useful to help you focus on the records that need your attention or for locating records of a specific type easily.

For a contact that doesn’t have any tags you’ll see a link under their profile picture saying Edit Tags. Click the link and add the tag you want and then use the ‘Add tag’ button to get it added. If the tag doesn’t yet exist then it will be created as new.

If there are already tags on the record then hover the mouse over them and you’ll see the same link to Edit Tags.

Tags can also be added in bulk on the list view of the People & Organizations tab, Sales Pipeline or Cases tab by filtering for the records you want to Tag and then selecting the Tag option at the top-right of the screen.

DataTags

DataTags are a useful feature that help you organize your data by grouping custom fields together. Only when you tag a record with a DataTag will you be prompted to populate the linked Custom Fields. In addition, the Custom Fields within the DataTag will be nicely grouped together on the screen to help make things easier to see. They’re a great way to keep your records neat and tidy whilst displaying all the information.

You can setup DataTags by going to:

  1. Account Settings > Tags
  2. Select convert to DataTag on any tag you want to change into a DataTag
  3. Click the Tag name to open up the DataTag and add your Custom Fields

Applying a DataTag is exactly the same as applying a regular Tag. When you do this, a popup will be shown where you can enter your Custom Fields. You can edit the DataTag values on a record at any time by clicking the Edit button on your Contact, Opportunity or Case.

Activity Types

Keeping track of your communication with your Contacts is fundamental to staying organized. To do this you can log an activity against your Contacts, Opportunities or Cases. By default, there are 3 activity types : Note, Meeting and Call which you can use to keep track of the various types of communication you might have with your contacts. You can log activity on any record by clicking the Log Activity button.

Your activities are logged in the History section of the record.

Emails sent to the Mail Drop Box will also be logged in the history of the relevant record as an Email.

In the Activity reports on the Reports tab, you get a breakdown of the logged activity that has been completed by type.

Storing files

Whenever you add or edit an activity you can include files as reference material. Use the link to ‘Browse’ for a file to attach or simply drag and drop a file into the designated area to attach it to the activity entry you’re creating or updating.

On each Contact, Case and Opportunity there’s also a dedicated ‘Files’ tab where you can see all activities for that record that specifically contain files.

All files attached to activity entries and emails count towards the total storage quota for your account:

  • Free Plan: 10MB total
  • Professional Plan: 10GB per user
  • Teams Plan: 20GB per user

Custom Activity Types

Teams Plan Feature available only on our Teams plan

On the Teams plan, you can add custom activity types relevant to your business such as ‘site visit’ or ‘payment received’. These are also included in the reports tab so that you can get a more detailed view of the type of work that has been carried out. To create a new activity type go to:

  1. Account Settings > Activity Types
  2. Click Add Activity Type.

Tracks

When tracking sales or managing projects, it is common to have a repeatable set of steps to follow for each sale or project. Rather than adding the same set of Tasks each time, Tracks allow you to define a linear set of Tasks just once and then apply that set of Tasks again and again as needed.

To set up your first Track, go to:

  1. Account Settings > Tracks
  2. Select whether the Track will be for Opportunities or Cases using the tabs
  3. Click Add new Track

The Track should then be given a name that would be instantly identifiable to the rest of your team when they want to add a Track.

In the Tags box, you can opt to add a Tag that would be applied to the Opportunity or Case each time the Track is added. This means you can filter your Opportunities or Cases by what Tracks they have on them. Particulary useful when you have multiple Tracks for different purposes as the Tag can be used as a filter.

Next is to set up your sequence of Tasks.

Creating a Track based upon a start date

Start by adding your first Task description, category, and owner. The first task in the track has to be set to start a number of days, weekdays or weeks after the track starts and you can define this by selecting a number and timeframe under the Due menu.

To add another Task to the sequence, click the Add Task button at the bottom of the page. You can define when you would like this Task to become active by changing it to become active a certain number of days/weekdays/weeks after the Track becomes active, or to become active after the previous Task in the sequence is completed.

Creating a Track based upon an end date

If your project or sales process is working to a specific end date you may find it useful to have the sequence of your Track tasks based upon that date rather than relying on the completion of a previous tasks or from when the Track was applied.

To do this, when setting up a Track click the Advanced Options toggle and change the value in the dropdown menu to An end date chosen when adding the track

When you add this Track to a Case or Opportunity you will be prompted to select an end date for it.

Custom Task Categories

Understanding the type of work that needs to be done is paramount to your productivity. Task categorization helps you to do this by breaking down your task list into your own custom categories. When you create your Capsule account there are a handful of categories set up for you, that we think cover the most common task types. To customize these for your business you can edit the existing ones or create completely new categories. To do this:

  1. Go to Account Settings > Task Categories
  2. Click Add New Category
  3. You can then give the category a name and select a category color from the color picker.

The Tasks in your calendar will have a colored indicator showing which category they belong to allow you to easily identify the type of tasks you need to work on.

Enabling social search integration enriches your contact data with information and images from social networks such as LinkedIn, Twitter, Facebook and more.

Data protection and social integration

Before you see any social network profile or image suggestions you will need to confirm that you have the agreement and consent to use and collect the personal data of your contacts. To confirm this a user with administrator rights on your account will need to go to:

  1. Account > Settings > Integrations
  2. Social Search > click to Configure
  3. Select the appropriate option.

As we take privacy seriously, Capsule honors the privacy controls of each network when searching for profiles. As a result you’ll only see matches where the contact has made their profile public. With the social search integration enabled Capsule uses a service called ClearBit to match contact data with social network profiles.

This is only available to customers using a paid Capsule plan.

How to customize the stages of the Sales Pipeline

Each column in the Sales Pipeline represents a the different Milestone within your sales process. Capsule will populate your Sales Pipeline with default Milestones to help you to get started, however you can also customize the Milestones in the Sales Pipeline to match your company’s workflow.

Customizing Milestones

To create a new Milestone:

  1. Go to the Account Settings > Opportunities
  2. Click the button to Add New Milestone
  3. Enter a Milestone name and the percentage for the Probability of Winning. Optionally you can enter a value for ‘Days Until Stale’
  4. Click Save

To edit an existing Milestone:

  1. Go to the Account Settings > Opportunities
  2. Click on the Milestone name
  3. Change the details you need
  4. Click Save

If you edit the Probability of Winning then it will only be applied the next time the Milestone is used - not to Opportunities that already have that Milestone.

Customizing Lost Reasons

Opportunities can be lost for a variety of reasons and it may be important for your business to keep track of exactly why an Opportunity was lost. You can create lost Opportunity reasons by going to:

  1. Account Settings > Opportunities
  2. Lost Reasons

Once set-up, when marking an Opportunity as lost you can decide which lost reason best applies.

This information feeds into the Lost Opportunities Report which can be filtered by user or by team. This report can be viewed by going to Reports Sales

Impact on Conversion Rate

When creating Lost Reasons you can decide whether Opportunities marked with this reason will feed into the Sales Pipeline conversion rate. That’s done using the checkbox.

You might like to avoid including Opportunities with this Lost Reason in conversion metrics if perhaps the deal has been put on pause for the time being rather than lost completely for example.

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