Custom Data Fields

Your Databank includes several standard user fields plus up to 14 unique user fields, so you can store information that fits your organization's specific needs.

Standard Data Fields

Every Databank comes with these standard fields:

• Full Name
• Full Name of second individual
• Company (can also be used for organizations)
• Work Title
• Full Address
• Home, Work, Fax, and Mobile phone numbers
• Email
• Website
• Salutation
• Notes

Custom Data Fields

You can customize four types of data fields. These help you track specific info about your members beyond the standard fields. You can use these in many ways, tailored to your organization to get the most out of your Databank:

1. User Fields - these are very flexible and can store almost any kind of data about an individual. For example: constituent type, emergency contact, job title, or how they heard about you.
2. Flag Fields - these are limited to 50 characters of data.
3. Number Fields - designed to store numbers with up to two decimal places (like 1.00), making it easier to search by numerical value. For example: number of children, number of pets.
4. Date Fields - designed for dates in mm/dd/yyyy format, with a calendar selector. They can also auto-fill renewal dates. For example: birthday, anniversary.

Here are some tips for setting up your custom data fields:

1. Collect the data you already have. Identify what you have and the types of values it includes. Think about the examples above and how you want to use the data.
2. Decide if there's any new data you'd like to collect that you're not currently tracking.
3. Consider the field name, input type, and possible responses for each field.
4. Keep in mind that fields will show up in the order you enter them. So if you want them in a specific order, enter them that way.

1. Custom User Fields

These five Custom User Fields are fully customizable and can store any type of data.

For example, if you want a user field about how someone heard about you, you could set it up like this:

Name of User Field 1: How they heard about us

User Field 1 input type: Dropdown (if you want to select only one way they heard about you), Checkbox (if you want to track all the ways they heard about you), or Text Input (to type in text). For this example, let's pick Checkbox, so you can track all the ways someone heard about you.

User Field 1 selection list: (list each way on a separate line)

Friends/Family

Magazine

Event

Social Media

Website

Other

2. Custom Flag Fields

Flag fields are a special kind of data field that can only hold up to 50 characters (it's a technical thing). They're often used for Yes/No questions (like Y and N), internal codes, and similar uses.

The field name can be any length, but the data stored can only be 50 characters.

For example, to track “Is this volunteer trained?”, you could set it up like this:

Name of Flag 1: Trained volunteer?

Flag 1 input type: Let's pick Checkbox (just one), since you only want to track if the person completed training or not. You could also choose Dropdown or Checkbox (multiple), depending on your needs.

Flag 1 selection list: (no need to add anything here)

3. Custom Number Fields

Number fields only hold numbers, shown with two decimal places (like 1.00). One benefit is you can search these fields using greater than, less than, or equal to.

For example, to track how many pets someone has, you could set it up like this:

Name of Number Field 1: Number of pets

Number 1 input type: Dropdown (to pick from a list of numbers) or Text Input (to type a number). For this example, let's choose Text Input so you can enter the number of pets.

Number 1 selection list: (no need to add anything here)

Keep in mind, the number you enter will show with two decimal places. So entering 2 will display as 2.00.

4. Custom Date Fields

Date Fields only accept dates in MM/DD/YYYY format. You can type the date or pick it from a calendar. These fields can be searched using before, after, between, or timeframes like last week or next 90 days.

Also, date fields can auto-fill when someone submits a web form, makes a purchase, and so on.

For example, to track a birthday, you could set it up like this:

Name of Date Field 1: Birthday