Your CRM provides the ability to create custom properties that help you manage leads more efficiently, streamline your sales workflow, and manage your portfolio. 

Here's a video showing how to build and use custom properties, along with some example use-cases:

Custom properties are displayed as dropdowns on the lead Details tab. Here is an example of a few custom properties that were created for assigning pricing and equipment to a lead:

 

 

When a sales rep selects one of the dropdown values, the system can also automatically trigger one of the following lead actions: 

• Assign the lead to pre-determined user(s) or user class(es)
• Autofill lead fields with pre-determined values (for example Elavon rates and fees)
• Show or hide specific lead fields or tabs (for example fields or tabs created for other processors such as Fiserv, Worldpay, etc.)

 

The custom properties can also be used in conjunction with the Send Email to Lead action in the Status Triggers. 

When the action is triggered (either by status change or statue age) the system sends an appropriate email template to the lead based on the selected custom property. 

 

Continue reading to learn how to create custom properties and use them on your leads. 

 

Enable 'Manage Custom Properties' Permission

To begin adding and managing custom lead properties you'll first need to enable the Manage Custom Properties permission on your user class:

 

 

Once the Manage Custom Properties permission is enabled you can proceed to create your first custom property. 

 

Create A Custom Property

In this example we'll create a custom property called 'Processor' and set it up with two processors—Elavon and Fiserv.

Navigate to Manage > Leads > Custom Properties and click Add Custom Property. 

In the popup window that appears set the property name to 'Processor', and click the Add Custom Field button to begin adding the fields that describe the new property:

 

 

The custom field popup window appears as shown in the image below: 

 

 

Using the popup, add the following four fields to the custom property: 

 

Name	Field Type	Auto Update Lead Field
Name	Text	None
Contact Person	Text	None
Support Phone Number	Phone Number	None
Support Email	Email	None

 

Once you've added the fields, your new 'Processor' property should appear as shown in the below image. Click Save to exit the popup:

 

 

Your new property is now shown in the custom property list and you can now manage the property further using the shortcuts in the Action column:

 

 

Note: You can create a maximum of 5 custom properties in your CRM.

 

Next, we will add two values to the 'Processor' property and set their reference fields.

The processor values that we add here will appear as values in the 'Processor' dropdown on the lead.

To proceed, click the Add/Remove Values button:

 

 

Enter the processor's name, fill in the four processor reference fields we created earlier, and click Save: 

 

 

Repeat the above steps to add the Fiserv processor too.

 

Once the two processors have been added, they are displayed in the Processor Values list, and we can manage them further using the Actions column to the far right:

 

 

Note: If you're adding multiple dropdown values that are for the most part similar (for example similar equipment models) you can speed the process up by copying/duplicating a dropdown value and then just editing the new value. The Copy button is found in the Actions column of the dropdown value:

 

 

When you open the lead page now, the new 'Processor' property is displayed on the Details tab with the two processor values we created for Elavon and Fiserv: 

 

 

You can click on the Info icon to view the reference information for the selected processor:

 

 

Note: The pencil icon next to the info icon opens the custom property settings page and is visible only to administrators.

 

 

Auto-Assign User 

A custom property can be configured to automatically assign a lead to an appropriate user or user class based on the selected dropdown value. 

 

To update the auto assign rule for a dropdown value, navigate to Manage > Leads > Custom Properties and click the Add/Remove Values button on the property you wish to update:

 

 

On the Values page that opens, click the pencil icon on the dropdown value you wish to update, edit the auto assign rule, and save your changes:

 

 

Repeat the last step for every other value in the custom property that you would like to use for user assignments.

 

Once the auto assign rules are updated and a user selects one of the custom property values on the lead page, the system automatically assigns the lead to the appropriate user(s) based on that selection:

 

 

 

Autofill Lead Fields

A custom property can be configured to autofill lead fields with pre-determined information based on the selected dropdown value. 

In this example we'll show you how to set up autofill settings using our 'Processor' custom property example. 

To proceed, navigate to Manage > Leads > Custom Properties and click the Edit button on the 'Processor' property:

 

 

The settings popup now appears showing the reference info fields we set up on the 'Processor' property. You can now map those reference info fields to the lead fields using the pencil icons to the right:

 

 

For example, to map the 'Contact Person' reference info field to the 'Processor Contact' field on the lead, click on the pencil icon, locate the 'Processor Contact' field in the lead fields dropdown, and save your changes:

 

 

You can now proceed to map all of the other reference info fields in a similar way. 

Once you're done the reference info fields and the lead fields should be mapped as shown in the below table: 

 

Name	Field Type	Auto Update Lead Field
Name	Text	Processor Name
Contact Person	Text	Processor Contact
Support Phone Number	Phone Number	Processor Email
Support Email	Email	Processor Phone

 

Note: If the processor fields listed in the 'Auto Update Lead Field' column are not found on your lead, you can add them to the lead from the Manage Lead Fields page. 

 

With the fields mapped, you'll now need to enter the desired field values for each processor (i.e. the values that will be auto filled on the lead). 

To start, click the Add/Remove Values button on the 'Processor' property:

 

 

On the property Values page that opens, click the pencil icon on the Elavon processor, fill in the appropriate information in the reference fields, and save your changes:

 

 

Repeat the above step for the Fiserv processor too. 

 

Your set-up is now complete, and you can try it out on the lead page. 

When you select the Elavon processor in the custom property dropdown, a confirmation message appears as shown below: 

 

 

After you confirm the message, the 'Processor' property is set to Elavon, and the four fields we configured earlier will be populated with Elavon information:

 

 

If you now select the Fiserv processor, then the four fields will again be updated and show Fiserv's information:

 

 

Note: After the fields are auto filled you must click the Save button in the top-right corner to save your changes, as they are not saved automatically. 

 

 

Show or Hide Lead Fields and Tabs

A custom property can be configured to show or hide specific lead fields and/or lead tabs when a dropdown value is selected. 

In this way, you can hide fields and tabs that are not relevant to a specific client, and enable the sales rep to focus only on the relevant lead data. 

 

In this example we'll show you how to hide the Elavon or Fiserv lead tabs depending on which of the two processors is selected in the 'Processor' custom property:

 

 

To proceed, navigate to Manage > Leads > Custom Properties and click the Add/Remove Values button on the 'Processor' property:

 

 

Click on the eye icon on the Elavon processor to open the visibility settings for the Elavon processor, toggle the Fiserv tab icon (so it turns red), and save your changes:

 

 

Repeat the last step for the Fiserv processor too, except here you will disable the Elavon tab, and enable the Fiserv tab: 

 

 

Note: You can also use the Visibility popup to hide specific lead fields, by expanding the Hide Lead Fields accordion and simply selecting the lead fields that will be hidden once the custom property value is selected. 

 

Your set-up is now completed, and you can try it out on the lead page. 

When you select the Elavon processor in the custom property dropdown, the Fiserv tab is automatically hidden from view, while the Elavon tab remains shown: 

 

 

Similarly, if you select the Fiserv processor, then the Fiserv tab is shown and the Elavon tab gets hidden:

 

 

 

Property Nesting

Custom properties can be nested to visually display their hierarchical relationships on the lead. 

Here is an example of three custom properties shown in a dropdown hierarchy:

 

 

By nesting the custom properties you can also ensure that the users are selecting the right combinations of dropdown values at all times. 

In the example above, when the value of the first dropdown in the hierarchy is set to 'Elavon', then the second dropdown in the hierarchy will only be able to show pricing models that are linked to the 'Elavon' processor, and not any of the other pricing models that are linked to other processors. 

 

To nest a custom property simply select the parent property in the Parent dropdown when you're editing the property. 

In the below example, we are creating a new custom property called 'Pricing Details' which will be nested under the 'Pricing Model' property:

 

 

Nesting can also be applied to custom property values (again by selecting a parent property in the Parent dropdown). 

 

 

Manage Custom Property Visibility

In some cases, you may want to restrict access to a custom property for specific user groups or user classes. 

To change the access for a custom property click on the Permissions button and update the permissions for selected groups or user classes. 

You can set the custom property as hidden, read-only (users will see the property but will not be able to change it), or editable: 

 

 

You may also change the access permissions for the custom property values by clicking on the gear icon in the Actions column (on the property values page): 

 

 

 

Searching/Filtering With Custom Properties

Once you create your custom properties you will be able to search and filter your leads using selected custom properties on the My Leads page: 

 

 

The custom property option is shown in several other filters too across the CRM, including filters on the My Merchants page, the Helpdesk, and the Residuals page.