Teamleader is at its strongest if you’re using segments, tags and custom fields to keep your client database in order. In this How To, you’ll learn:
- How to build segments
- How to create and assign tags
- How to create custom fields
To be able to find new contacts amidst all your data, it may prove useful to divide your database into different segments. You can do this based on available characteristics or based on your own provided information via custom fields and tags.
Teamleader only has a few default segments, because everyone likes to apply their own rules. So it’s up to you to compose some useful segments of your own. We do provide in quite a number of possibilities to de- and refine your segments.
Every page with a list view in Teamleader offers the option to create segments. This can be done by selecting ‘Create new segment’ at the bottom of the list of existing segments.
The next screen will allow you to add ‘rules’ to build the segment. Those rules do not have to be literally applicable to be able to build your segment. You can choose to select ‘at least one rule applies’ and then select ‘city equals Madrid’ and ‘city equals Amsterdam’. This will get you all contacts or companies that are in Madrid or in Amsterdam.
A lot of segments are based on location, but they could also contain elements of deal source, tasks created by a certain employee and so on. The possibilities are limitless!
Within a segment you can go a little further using the advanced options. For example, a segment is always set to ‘Only I can see this segment’ by default, so the list of segments won’t be cluttered by segments that don’t interest your coworkers. You can of course overwrite this so the segment becomes visible for everyone.
Do you prefer that no one can change your segment after you created it? Check ‘Only I can edit this segment’ to prevent others from changing your carefully created list.
Finally, you can refine an existing segment, so you don’t have to apply all of your rules again to get your desired result.
A tag is a nifty way to add a certain characteristic to contacts or companies. Doing this allows you to easily divide them into categories: when creating a segment, you can filter based on your own created tags.
Examples of tags can be ‘Customer’, ‘Supplier’, ‘Prospect’, but as with the segments, you’re only limited by your imagination! A contact or company can have multiple tags and can be used to create different segments. A tag is an eye catcher: you can spot them immediately on a contact or company detail page.
Creating and assigning tags
Creating a tag is easy: navigate to Settings > CRM > Tags. Click the plus sign, enter a name for the tag and click ‘Save’.
Now you can go and assign this tag to a company or contact. When editing one of the latter by clicking the pencil on the detail page next to ‘Info’, you can select them in the drop down menu on the right.
So a tag is actually kind of a label to assign to contacts or companies. If you want to add more and extensive information, we suggest you do this via custom fields.
By default, Teamleader offers a variety of fields to enter information on every level: contacts, companies, deals, invoices, projects, tasks, … Nevertheless this might be insufficient for you. Don’t worry: you can improve Teamleader using custom fields. These are available in multiple types, to be used in different parts of Teamleader. We’ll show you a few examples later on.
Adding a custom field
Via Settings > Custom Fields we get a new popup to add a custom field to Teamleader. You can select the following options:
- Firstly, we name our custom field. Make sure it’s recognizable and easily interpretable, so you immediately know its function.
- Using ‘For’ we define to which part of Teamleader the custom field belongs. This is also where you’ll find it later.
- There are multiple types of custom fields. Some of them have special properties such as email address and URL: Teamleader will recognize these fields for what they are and will interpret the value as an email address or a hyperlink.
Some types are only applicable to certain aspects within Teamleader. For example, you won’t be able to add a custom field of multiline text to a task, because you already have enough room to save all of the information needed.
Using a large number of custom fields can become cluttered and unclear. That’s why we limit the number of custom fields to 50 for contacts, companies, deals and projects, and to 25 for other types.
If you have a lot of custom fields of one type, grouping them isn’t an unnecessary luxury. That’s why you can create different groups for custom fields. For example, if you have a lot of fields to enter more marketing information about a deal, create a group ‘Marketing information’ and assign those custom fields to it. They’ll be grouped like this:
You can push coworkers to always enter certain information into a custom field by making them a required field.
Looking for a contact or company that has information in a custom field? Make it searchable and you’ll easily find it by using our search options.
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