System Fields & Custom Fields

Quantixone provides two types of contact fields: System Fields (built-in platform fields) and Custom Fields (fields you create for your business). Understanding the difference helps you organize data effectively.

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System Fields

What Are System Fields?

System Fields are built-in fields provided by Quantixone that all organizations use. They form the foundation of the contact record and can't be modified or deleted.

Why System Fields Exist

• Consistency — Everyone uses the same field structure
• Integration — Third-party apps rely on standard fields
• Platform Features — Workflows and automation use system fields
• Data Quality — Ensures core data is always captured

Common System Fields

Contact System Fields

• Identity: First Name, Last Name, Full Name
• Communication: Email, Phone, Mobile Phone, Fax
• Location: Address, City, State, Country, Postal Code
• Professional: Job Title, Department, LinkedIn Profile
• Organization: Company Name, Company Website
• Other: Timezone, Date of Birth, Preferred Language

Company System Fields

• Basic Info: Company Name, Company Website, Company Email, Company Phone
• Classification: Industry, Company Size, Number of Employees
• Location: Address, City, State, Country, Postal Code
• Social: LinkedIn Page, Twitter Handle, Facebook Page

System Field Characteristics

Aspect	Details
Modification	Cannot be renamed or deleted
Scope	Same across all organizations
Access	Available to all users in your organization
Usage	Used by workflows, automations, and integrations
Data Type	Text, email, phone, date, etc. (predetermined)

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Custom Fields

What Are Custom Fields?

Custom Fields are additional fields you create to capture information unique to your business needs. They extend the system fields to match your specific workflows.

When to Create Custom Fields

Create a custom field when you need to capture information that:

• Business-Specific — Relevant to your industry or processes (GST number, lead source detail, customer segment)
• Not Covered — Not already in system fields (lead score, preferred contact time, contract value)
• Organizationally Unique — Different from how Quantixone defines contacts (account tier, risk level, competitor flag)

Example Custom Fields

Sales Organizations:

• Lead Score (numeric)
• Lead Source (dropdown: Website, Referral, Cold Call, etc.)
• Expected Close Date (date)
• Deal Size (currency)
• Number of Employees at Company (numeric)

Service Organizations:

• Service Plan Type (dropdown: Basic, Premium, Enterprise)
• Support Tier (dropdown: Standard, Priority)
• Contract Renewal Date (date)
• Account Manager (user dropdown)
• Preferred Contact Window (text)

Recruitment:

• Experience Level (dropdown: Entry, Mid, Senior)
• Target Role (text)
• Salary Expectations (currency)
• Visa Status (dropdown)
• Skills (multi-select)

Creating Custom Fields

Step 1: Go to Settings

1. Click Settings > Custom Fields
2. Select Add Custom Field

Step 2: Define the Field

1. Field Name — What to call it (e.g., "Lead Score")
2. Field Type — Choose data type:
   • Text — Short text (name, description)
   • Long Text — Multi-line text (notes, bio)
   • Number — Numeric values (score, quantity)
   • Currency — Money values (deal size, budget)
   • Date — Date selection (birth date, close date)
   • Boolean — Yes/No toggle
   • Dropdown — Single choice from list
   • Multi-Select — Multiple choices from list
3. Required Field — Make it mandatory or optional
4. Default Value — Set a default if desired

Step 3: Configure Options (for dropdowns/multi-select)

1. Add Options — List the choices
   • Example for Lead Source: Website, Referral, Cold Call, Event, Other
2. Save

Step 4: Apply to Organization

1. Custom field available to all users in your organization
2. Appears in contact creation form
3. Can be used in filters and searches
4. Can be included in imports

Using Custom Fields

In Contact Creation:

• Fill custom fields when adding contacts
• Make fields required to ensure data capture
• Use dropdown defaults to speed up entry

In Bulk Import:

• Include custom field columns in CSV/Excel
• Map custom field names during import
• Import values for all contacts at once

In Filtering & Organization:

• Filter contacts by custom field values
• Create segments based on custom fields
• Build workflows using custom field conditions

In Workflows & Automation:

• Trigger actions based on custom field values
• Update custom fields automatically
• Send targeted campaigns to field-based segments

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System Fields vs Custom Fields: Quick Comparison

Factor	System Fields	Custom Fields
Who Creates?	Quantixone platform	Your organization
Can Be Modified?	No	Yes (can update options)
Can Be Deleted?	No	Yes
Available to All Orgs?	Yes (same for everyone)	No (specific to your org)
Used by Integrations?	Yes (standard structure)	No (app-specific)
Naming	Predefined	You decide
Field Types	Standard set	Choose from options
Purpose	Core contact data	Business-specific data

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Best Practices

Creating Custom Fields

1. Name Clearly — Use descriptive, self-explanatory names
2. Plan Ahead — Think through your data needs before creating
3. Use Dropdowns for Options — Limits values for consistency (e.g., "Lead Source" with fixed options)
4. Keep It Lean — Don't create fields you won't use
5. Use Consistent Naming — Team convention (e.g., "Customer_Segment" not "Segment")

Organizing Contact Data

1. System Fields First — Fill system fields with primary data
2. Custom Fields Second — Use for business-specific info
3. No Duplication — Don't store same data in multiple fields
4. Document Purpose — Help team understand each custom field's use
5. Regular Review — Remove unused custom fields annually

Data Quality

1. Consistent Values — Use dropdowns to prevent typos (Lead Source: "Web Site" vs "Website" vs "web site")
2. Required Fields — Make critical fields mandatory
3. Default Values — Set smart defaults to reduce manual entry
4. Validation — For numeric fields, consider min/max ranges

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Adding System Fields to Your Organization

While you can't create new system fields, Quantixone may add new ones with updates. To use new system fields:

1. Check Settings periodically
2. Enable any new system fields you want
3. Start capturing data in those fields
4. Use them in workflows and reports

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What's Next

Contacts Overview Understand contact management basics → Creating a Contact Add contacts with system and custom fields → Deduplication & Import Import contacts and map custom fields →