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Using the Admin Module — Fields and Forms
Using the Admin Module — Fields and Forms

Learn how to change, add, and reorganize form fields within the Admin Module. Publish for all users to access and utilize the changes.

Updated over a week ago

This article will cover the following topics:

The forms in Pipeliner holds the specific data that users should fill in.

EXAMPLE: Within an Opportunity Form you may have a field for collecting data on the size of an Opportunity. Maybe this is a drop-down field with the possible selections of Small, Medium or Large. By having that field completed by the Pipeliner users you could quickly run a report and visually see which Opportunities in the Pipeline are designated as large, medium or small.

Creating Multiple Forms for Records

When you’re working with Accounts, Contacts, Opportunities (if you have multiple pipelines), Leads, Tasks, Appointments and Products, you can create multiple forms for different types of records.

For example, you might want to add different types of company (Accounts) in Pipeliner — maybe “Prospects (limited information gathered), “Customers(much more information, some of it required), “Vendors(different information to Customers) or different types of Contact (general “Contacts” vs “Subscribers” for example)?

You can now manage these different scenarios by creating different Forms for each type of Account or Contact in the "Admin Module › Fields & Forms". You can add different fields to each Form, making certain fields “required” only for certain Types of Account/Contact

The same idea applies to different types of Tasks — you might have different fields for an Activity Type of “Call” to a general “Task”.

Different fields can be added to each Form, making certain fields “required” only for certain Types of Account/Contact etc.

When creating new records in the Web App, users are prompted to select which Type they want to add. When working with Accounts and Contacts, they can change from one type to another using the sidebar pane. If they change the type, they’ll be required to fill in any additional mandatory fields that Admins have added to the Form ⤵

Working with Fields & Forms 

Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵

NOTE: Only Administrators will see the Administration menu

Select the "Fields and Forms" Menu. Next from the top of the page select the form you would like to work with. In this article we will use the Opportunity Form as an example ⤵

NOTE: If you have multiple Pipelines, there will be a different Opportunity Form available for each Pipeline. 

First, select the Pipeline you want to work with and click on "Edit Form" ⤵

Add a Field to a Form

The way fields are added to the form is the same for each form. Let’s take the Opportunity Form as an example. On the right of the Opportunity Form in the Admin Module are three tabs. Select the "Fields" tab, click the "Create New" button ⤵

In the Field Properties dialog box, use the type drop-down to select the type of field you require. Use the scrollbar to find the type of field you wish to add. For our example we will use a Dropdown field type ⤵

Next complete the values that should appear in your Dropdown list. Click the "Add New" button to add each selection that should appear when your users use the field ⤵

NOTE: If you want the same field to be able to be placed in a form that has a relationship to the form you are currently in, then that form would be listed with a checkbox next to it.  Checking this box would make that field available for you to place into that related form.  This is the only opportunity you will have to do this.

EXAMPLE: If you select this option, once you've added the new Dropdown field to both the Lead and the Opportunity Forms, your users would be able to fill in this field for a Lead record and when that Lead was Qualified to become an Opportunity, the data would be preserved for the new Opportunity.  If you don't select this option, the field will ONLY exist for Opportunities.

Click "Save".

Your new field will appear on the right side of the Opportunity Form in the Fields area. If you don’t see it use the search option in the upper right, or scroll down ⤵

Now simply "Click & Drag" the field using the crosshairs onto your form exactly in the place you would like it to appear for the end-user ⤵

Once the field is moved, complete any fields that appear in the Field Settings dialog box that will come up automatically ⤵

NOTE: The Field Description is like a ToolTip which will appear to the end-user as a small letter “i” in the upper right of the name of the field and the user can mouse over that to see this description.  Use it to help your users know what to enter in the field.

Scroll down to complete the fields.

NOTE: If you select to make this field required, it will be a required field as soon as the Opportunity is created or the Lead is qualified.  

Click "Save".

Modify a Field within a Form

Click on a "Cog Wheel" in the upper right of the field you wish to modify, Select if you wish to modify the Field Properties, or the Field’s Form Settings ⤵

NOTE: Field Properties include the Field Name, value options and/or default value (depending on Field Type).  Note that, once saved, you cannot modify the System Field name or Field Type.  Field Form Settings govern how the field behaves on the Form itself including its label and whether it's available on the Mobile app

Reorganize Fields within a Form

To help you organize the fields in a form utilize Web Elements. On the right of the Opportunity Form, select the "Web Elements" tab ⤵

Select which Column Element would fit the way you would like to organize your fields.

EXAMPLE: If I had 4  fields that I would like to appear in the form horizontally next to each other I would select the bottom Column Element

The Click & Drag your selection using the crosshairs to place it into your form ⤵

Once your Column Element is placed in the form, click and drag the fields you want to place into the cells within the Column Element ⤵

Lastly, and most importantly after Saving, there will be a "Publish" button.  Publishing will push those changes to the live system. Click the "Publish" button ⤵

Confirm and click "Publish" ⤵

Click "OK" ⤵

Exit the Admin Module and see what your End User will see.

Select the "App Switcher" icon in the upper left. Select "CRM Application" and review your changes! ⤵

NOTE: Custom User Roles is only available in Enterprise Tier. Unlimited number of Pipelines, Custom Fields per Pipeline Stage (Sales Actions) and Custom Activities based on the Pipeline Stage (step) Sales Activities are available in the Business and Enterprise Tiers.

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