Managing Record Type Configuration

Configuring Record Types in Settings

Overview

Record Types play a crucial role in organizing data within the platform by categorizing records based on certain attributes or classifications. Essentially, they provide a structured way to differentiate records within the platform that serve different purposes.

By logically grouping records, Record Types enhance data management and reporting capabilities. Users can work more efficiently with records tailored to specific data needs. This leads to improved productivity and more meaningful insights when analyzing data within the platform. 

Accessing the Record Type Configuration

Please make sure that you have the proper permissions to access the Record Type Configurations. If you don’t have access, reach out to your Administrator.

To access Record Type Configurations, you can follow this link or navigate to:

CRM Builder 

The Settings button can be located in the bottom left corner of the dashboard.

Current Record Types

When you navigate to Record Types, you will be presented with a list of all your current Record Types that have been built within the platform. In the list of Record Types, you will find the name of the Record Type as well as the primary field and secondary field.

About Primary and Secondary Fields

In the platform, concisely displaying data is essential when interacting with records and record connections. This is achieved using primary and secondary fields to present a record in short-form. For instance, when connecting employees to a company record, the user will see a list of contacts to choose from. To avoid overwhelming the user with too much information, it is important to limit the data displayed. Typically, using 'First Name' as the primary field and 'Last Name' as the secondary field provides enough detail to help the user find the desired contact efficiently.

Adding a new Record Type

To add a new Record Type, simply click on the + button, and a drawer will open on the right side of the screen. Fill out the form fields, and then hit Save.

About the form fields

• Name - This will be what you call a singular record within this record type. Examples would be Contact, Company or Fund. 
• Plural Name - This will be the plural identifier for the name of the Record Type. Examples would be Contacts, Companies or Funds.
• Display on Sidebar - If the Record Type you are creating has a high amount of traffic, consider displaying it within the sidebar of the platform. This allows users to navigate to the newly created Record Type quickly.

Advanced Configuration for your Record Type

Record Types offer powerful features that enable you to assign additional data attributes and establish connections with other data sources.

While on the list of Record Types, you can hover on a single Record Type. This will display a settings gear, by clicking on the gear, more advanced options will be displayed. (See screenshot below)

• Name - Covered above.
• Plural Name - Covered above.
• Display on Sidebar - Covered above.
• Enable Feeds - When you enable feeds on a Record Type, you will gain the ability to track a record’s movements across the platform and other mediums like websites, emails, and landing pages.
• Enable Files - Enabling Files gives you the ability to add any file to a Record within the current Record Type.
• Enable Notes - Enabling Notes gives you the ability to add a Note to a Record within the current Record Type.
• Enable Tasks - Enabling Tasks gives you the ability to add a Task to a Record within the current Record Type and assign it to a user within the platform.
• Enable Widgets - Enabling Widgets allows you to add reports, charts, graphs, and data tables to a record within the current Record Type.
• Primary Display Field - Covered above.
• Secondary Display Field - Covered above.
• Enable Finance Connection - When enabled the record type will be available to be connected to gifts and pledges under Other Connections
• Enable Finance Credit Donor - When enabled the record type will be available to be connected to a gift or pledge as either a Legal or Credit Donor

Ordering Record Types

Within the CRM Builder you can change the order of your Record Types by clicking on the Ordering Icon under the Record Types. After doing a side drawer will appear allowing you to drag and drop the order of the Record Types.