Field types
Each piece of information gets the right shape.
- Text, number, date
- A list with defined values
- Checkbox, multiple selection
- Simple calculated fields
Included in the core
Custom fields, the information specific to your industry
Every industry has data a standard CRM does not: a machine serial number, floor area, number of rooms, a permit, a warranty period. Custom fields are defined on clients, leads, quotations or other records, appear in forms and lists, and become usable in filters, reports and generated documents.
From $2,900 excl. VATone-time payment, no monthly subscription- Fields on any record
- Your own value lists
- Used in filters and reports
- Inserted into documents
- No code changes
Fields on any record
Your own value lists
Used in filters and reports
In short
Custom fields in a CRM, with no programming. Every industry has data a standard CRM does not: a machine serial number, floor area, number of rooms, a permit, a warranty period. Included in the core. Lifetime licence, installation on the company’s server and unlimited users.
Works together with: Form builder, Users and roles, Zarina SMART.
The problem
The current situation, when specific information has nowhere to go
Important data ends up in the notes field, where it can no longer be filtered, reported on or used.
- Everything is written in the notes A free field where everyone writes differently. The information exists, but cannot be used.
- It cannot be filtered A list of clients by a criterion specific to your industry is impossible, so selections are made by hand.
- Reports ignore the essential information The data that decides the sale in your industry appears in no statistic.
- Documents are filled in by hand Specific data cannot be inserted automatically into contracts and quotations.
- Everyone fills it in differently Without value lists, the same thing is written five ways, so grouping becomes impossible.
- Parallel spreadsheets are kept For the data that does not fit in the CRM, a separate file is kept, with all the consequences.
What the module does
What the custom fields module contains
The module lets you extend the data structure, with no code changes and without affecting updates.
On several record types
Not only on clients.
- Clients and contacts
- Leads and opportunities
- Quotations and orders
- Products, jobs, partners
In forms and lists
The information appears where the work happens.
- Shown in the form
- Columns in lists
- Configurable order
- Grouped into sections
Mandatory, conditionally
Critical data is not left out.
- Mandatory on saving
- Mandatory at certain stages
- By record type
- Configurable
In filters and reports
It becomes usable information.
- Filters on your own fields
- Saved segments
- Columns in reports
- Export included
In generated documents
Contracts fill themselves in.
- Inserted into templates
- Quotations and contracts
- Job sheets
- No manual filling in
What changes
What changes once the fields are configured
Direct effects of specific information becoming structured data.
01
Selections that take seconds
Lists are built on real criteria.
- Filters on your own fields
- Saved segments
- Lists for campaigns
- No manual searching
02
Reports relevant to the industry
The statistics actually say something.
- Columns of your own
- Grouping by value
- Comparisons across periods
- Export for analysis
03
Documents filled in automatically
Contracts are no longer edited by hand.
- Data inserted into templates
- No transcription errors
- A consistent format
- Time recovered
04
Consistent data
The five ways of writing the same thing disappear.
- Value lists
- Validation by type
- Mandatory where it matters
- Grouping made possible
05
No parallel spreadsheets
Everything that matters sits in the CRM.
- The specific information included
- One place to update
- History kept
- Role-based access
06
Adapting without development
The structure changes when the need changes.
- Configured from the interface
- No code changes
- No development costs
- Compatible with updates
In the application
How a field is added, step by step
The operation takes a minute, but the decision deserves thought.
- 1
You establish what information is missing
Not everything that can be noted deserves a field. The question is whether the information will be used in filters, reports or documents.
- 2
You choose the right type
Text for what is free-form, a list for what needs grouping, a date for deadlines, a number for calculations.
- 3
You choose the record
The field is added to clients, leads, quotations or another record type, wherever the information belongs.
- 4
You set the behaviour
Visible to which roles, mandatory or not, shown in lists or only in the form.
- 5
The field becomes usable immediately
It appears in forms, in filters, in reports, and can be inserted into document templates.
- 6
Existing data can be filled in
For records already created, the field can be filled in by import or over time, at the next edit.
Video tour
Custom fields, briefly, in the application
Coming soonThe video presentation of the module is being prepared.
Examples
Examples from different industries
The same application, different data structures, depending on the activity.
Real estate
The information that decides the match.
- Floor area and number of rooms
- Floor and layout
- The client’s maximum budget
- Areas of interest
Technical service
The data of the equipment served.
- Serial number and model
- Commissioning date
- Warranty period
- Contract type
Construction and MEP
What is specific to the project.
- Permit and expiry
- Type of work
- Built area
- End beneficiary
Professional services
What matters when quoting.
- Field of activity
- Number of users
- Contract term
- The decision-maker
Rules
Rules that keep the system usable
A CRM with forty custom fields on every form is filled in by nobody.
- 01
A field only if it will be used
If the information does not go into a filter, a report or a document, its place is in the notes.
- 02
Lists instead of free text
For any information that needs grouping, a value list is the only solution that produces usable data.
- 03
Mandatory only where it matters
A mandatory field filled in at random produces false data, not complete data.
- 04
Grouped into sections
Fields are organised into logical sections, so the form stays readable.
- 05
Periodic review
Unused fields are removed. A structure that grows endlessly becomes an obstacle.
- 06
No duplicating existing information
If the data already exists in a standard field, a second field is not added for it.
Automations
What becomes possible with structured data
The value of custom fields shows in what you can do with them.
Filters and segments
Selections become automatic.
- Filters on your own values
- Saved segments
- Automatic updating
- Used in campaigns
Documents filled in
Contracts are generated with everything they need.
- Inserted into templates
- Quotations and contracts
- Job sheets
- No manual filling in
Reports on your own criteria
Statistics relevant to the industry.
- Columns and groupings
- Comparisons
- Export
- Scheduled reports
Automation rules
Workflows can take them into account.
- Conditions on your own values
- Assignment by criteria
- Differentiated sequences
- Configurable
Import and export
Data moves in full.
- Import with your own fields
- Automatic mapping
- Export included
- A check before saving
AI analysis on your own data
The specific information goes into the analysis.
- Fields included, where relevant
- Better context
- More useful results
- Through the Zarina SMART module
Who sees what
Access and integrity
Custom fields can hold sensitive information, so they follow the same rules.
- Visibility by role A field can be restricted to certain roles, if the information is sensitive.
- Changes stay recorded Value changes are logged in the record’s history.
- Import does not overwrite uncontrolled When updating by import, custom fields are not overwritten in fill-in mode, so manually entered data is not lost.
- Deleting a field is a serious operation It is granted to administrator roles, with a warning about existing data.
- Requests about personal data The values in custom fields are included in search, export and anonymisation on request.
- Data on the company’s server The structure and the values stay in your own installation.
What you need
What needs to be prepared to put the custom fields module into service
We do the configuration at implementation, based on the information you actually use.
01
The list of specific information
The starting point.
- What is written in the notes today
- What is kept in separate files
- What you ask every client
- Agreed together
02
The decision about types
It determines how useful they are.
- Lists for what gets grouped
- Dates for deadlines
- Numbers for calculations
- Text only where necessary
03
The value lists
They need to be complete from the start.
- The values used
- No duplicates
- A logical order
- Reviewable later
04
Existing data
It can be filled in retrospectively.
- Files with the specific information
- Import onto existing records
- A check before saving
- The option to undo
05
Rights on fields
Some information is sensitive.
- Roles with access
- Restricted fields
- Mandatory at certain stages
- Reviewable later
06
Document templates
The fields are inserted into them.
- Contracts and quotations
- Where each field goes
- A check on a sample document
- Configured at implementation
What it does not do
The limits of the custom fields module, stated explicitly
The module extends the data structure. It does not replace development and does not create new functionality.
- It does not create new functionality A new field stores and displays information. It does not automatically produce screens, workflows or complex calculations.
- Calculations are simple Calculated fields cover simple operations. Complex formulas require development, assessed separately.
- Too many fields break the system A form with forty custom fields does not get filled in. Discipline in selecting them is essential.
- Deleting affects existing data Removing a field means losing its values. The operation requires an explicit decision.
- It does not change the structure of modules Fields are added to existing records; they do not create entirely new record types.
- It does not substitute for process analysis If the process is not clear, adding fields does not clarify it. We do that analysis at implementation.
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- Your industry needs information the platform does not have by default
- You currently write important data in the notes field
- You want filtering and export on that information
- The structure changes and you do not want development every time
It does not make sense if
The situations in which we recommend not buying it now.
- The standard fields cover everything you track
- Nobody fills in even the existing fields
- You need complex calculations between fields
- The data structure is not settled yet
How to buy
How the custom fields module is licensed
It is part of the application’s core and extends every module.
Included in the core
It contains field definitions, value lists, display, and inclusion in filters, reports and documents.
What the core includes
Users and roles, clients and contacts, leads and the sales pipeline, custom fields and 15 interface languages.
Together with reports
The value of custom fields shows in the reports and statistics module.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
CRM implementations
Companies that have trusted Zarina CRM
Price, warranties and implementation
Custom fields: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
Included in the Zarina CRM core — $2,320 excl. VAT, one-time payment. The core is part of every tier below, so the function is available in any configuration.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Start2 packages + core$2,900−19%
$3,570 - Pro5 packages + core$3,480−34%
$5,280 - Business8 packages + core$4,640−38%
$7,460 - Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Start licence costs $2,900, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about custom fields
Which records can I add fields to?
Clients and contacts, leads, opportunities, quotations, orders, products, partners and other record types in the active modules.
Do custom fields appear in filters and reports?
Yes, and that is the main reason they are worth defining as fields instead of leaving them in the notes.
Can they be inserted into contracts and quotations?
Yes. The fields are marked in the document templates and filled in automatically when the document is generated.
Can I make a field mandatory?
Yes, on saving or only at certain stages. We recommend making a field mandatory only where the information is genuinely critical.
Can I fill in the fields on existing records?
Yes, by import, with a check before saving and the option to undo, or over time, at the next edit.
What happens when the application is updated?
Nothing. Custom fields are configuration, not code changes, so they are untouched by updates.
Can I restrict access to a sensitive field?
Yes, by role. A field can be visible only to certain roles, if the information requires it.
How many fields is it reasonable to add?
As few as possible. The test is simple: if the information does not go into a filter, a report or a document, it does not need a field of its own.
Can calculations be made between fields?
Simple operations, yes. Complex formulas require development and are assessed separately.
What happens if I delete a field?
Its values are lost from every record. The operation is granted to administrator roles, with an explicit warning.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.