Knowledgebase articles
- Welcome to the Knowledge Base
- Introduction
- Our Approach to Accessibility
- Getting Started
- Preferences
- Activities
- Cases
- Introduction to Cases
- Displaying & Adding Cases
- Managing Cases
- Using the Case Portal
- Email
- Importing Data
- Leads
- Marketing
- Introduction to Marketing
- Event Management
- Compliance Records
- Force24
- Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- Introduction to GatorMail
- GatorMail Configuration
- Sending Emails in GatorMail
- Advanced Features
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorPopup
- Integrations
- SFTP/FTP Processes
- Mapping
- DocuSign Functionality
- DocuSign – Worked Examples
- DocuSign – Reporting
- Adobe Sign Integration
- Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Integrations
- Microsoft Office
- Auditing
- Comments
- People & Organisations
- Introduction to People & Organisations
- Using Postcode Lookup
- Data Enrichment
- Reporting
- Using Reports
- Advanced Reporting
- Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Sagelink
- Configuration
- Contact Support
- Releases & Roadmap
Custom Records
Workbooks comes pre-built with a number of different Record types, such as People, Organisations and Cases. However, it is also possible to create your own Custom Record Types. These Custom Records have the same functionality as standard Records within Workbooks, such as the ability to create Custom Fields, Form Layouts, Reports and Import them into your database.
Custom Records provide all you need to create records that do not fit into the structure of existing Record Types. This means that rather than creating a new Record Template or Form Layout to differentiate Records, you can create completely separate Records.
For example you may choose to create a Custom Record for:
- Assets – to store all the details of the assets, relate them to the relevant Person or Organisation, and relate to a Product.
- Sales Targets – to store this year’s target revenue for each customer against an Organisation Record, allowing you to keep track of all targets over the years and easily report on them.
- Internal Project – to differentiate from a customer support case, or to act as a Parent Record for Cases.
Custom Records are available to all Customers that have a CRM Professional or Business Professional licence, or alternatively it can be added to your account as an extension.
Custom records can be removed or added to searches within Workbooks. This can improve database performance as these records can slow down search functionality quite considerably.
By default, all custom records that are created in Workbooks are set to not be searchable.
If this checkbox is selected, then a custom record can be searched for within Workbooks. This is a setting which will need to be switch on manually (by ticking the checkbox on custom record).
Also, if there are custom fields on custom object then they will only be searchable if the checkbox on the custom record object itself has been ticked.