Copying and syncing custom fields between entities

The same data may be needed across multiple entities. For example, a team may initially collect certain information in a lead record and then continue working with it in a deal after the lead is converted. Instead of creating the same fields and values manually, you can copy them.

For List and Label fields, you can also enable value list synchronization. Any changes to the available values will then be automatically applied to all related fields.

How to copy a field from another entity?

You can copy custom fields between CRM entities and Smart Objects.

To copy a field, go to Settings → Sections.

Select the CRM or Smart Objects tab, then select the entity where you want to add the field. Open the Custom fields section and click Copy fields.

In the window that opens, select the entity from which you want to copy the fields.

A list of its custom fields will then appear. If needed, use the search bar, then select one or more fields to copy.

Click Confirm.

The selected fields will be copied and created in the current entity.

How to sync List and Label fields?

For List and Label fields, the Synchronize directory option is available. It links the lists of available values between fields in different entities.

You can enable it while copying a field. To do this, select the required List or Label field and enable the Synchronize directory option next to it.

After you confirm, a copy of the field will be created in the target entity, and its value list will automatically be linked to the original.

In the list of custom fields, synchronized value lists are marked with a special link icon. Hover over the icon to see the entities and fields that are linked.

You can also view information about configured links directly in the field settings. In the Synchronize directory section, the Link to entities field displays the entities and fields with which the current value list is synchronized.

Which field settings are copied?

The new field will have the same settings as the original field. This includes:

• Title

• Field type

• Multiple values

• Hint text

• ID

• Other field settings

• Available values — for List and Label fields

The only exception is the required setting. Even if the original field was required, this option will not be enabled for the copied field. If needed, you can enable it separately in the new field’s settings.

What happens if the ID is already in use?

If a field with the same ID already exists in the target entity, the system will notify you about the conflict. The ID of the copied field will have _copy added to it.

For example, if the original field has the ID service, its copy may be assigned the ID service_copy.

How to sync existing fields?

You can also set up synchronization for a custom field that already exists.

To do this, open the field settings by clicking the gear icon and enable Synchronize directory.

Then, in the Link to entities field, select the List or Label fields whose directories you want to synchronize, and save the changes.

The fields will then be linked to each other.

Which changes are synchronized?

Synchronization works in both directions. If you change the directory of one of the linked fields, the same updates will automatically be applied to the other field.

The following actions are synchronized:

• adding a new value;

• renaming a value;

• deleting a value;

• deactivating a value;

• reactivating a value;

• changing the color of a value in a Label field.

For example, you can link the Contact type field in Contacts to the Company type field in Companies. If you add, rename, delete, or deactivate a value in either field, the same change will be applied to the other field.

The link is bidirectional, so you can make changes to the settings of either synchronized field.

How does field copying help transfer data when converting a lead?

For example, you created a custom field in Leads to collect additional information about a potential client. Later, this data needs to be transferred to a deal when the lead is converted.

Instead of creating the field again in Deals, copy it from Leads. If the copy has the same field type, multiple-value setting, and ID, the fields will be automatically mapped. During lead conversion, the value from the lead card will be transferred to the corresponding field in the deal.

This helps preserve the collected data without requiring you to transfer it to the new card manually.

What are the benefits of directory synchronization?

This feature allows you to use the same sets of values across different entities without having to maintain each one manually.

For example, in a Smart Object, you can quickly create a List or Label field with the same values and IDs as those used in CRM. You can then conveniently use these values in Conditional Actions, Processes, and other automation scenarios.

Synchronization also reduces the risk of inconsistencies between directories. If your team adds a new option or changes an existing one, the linked fields will automatically receive the same settings.

If you have additional questions or you need to contact the support, send a request to this email [email protected]