This article is intended for experienced Pipeliner Administrators and Pipeliner Partners with an in-depth knowledge of working with Pipeliner’s existing entities such as Accounts or Opportunities.
“Entities” is a term commonly used to describe the different types of record stored within a database that are used to capture different data and utilised for distinct purposes.
In Pipeliner, the main (out-of-the-box) Entities - and their common relationships - are:
Account - a company or organization which may have many Contacts, Leads, Opportunities or Projects linked to it
Contact - a person/individual which may have many Accounts, Leads, Opportunities or Projects linked to it
Lead - an unqualified enquiry/pre-Opportunity which may be linked to Account(s) and Contact(s)
Opportunity - any record moving through one of your pipeline processes (for example, a Sales Opportunity) which is usually linked to both Account(s) and Contact(s)
Quote - a quote, within a defined process, which may be linked to Account(s), Contact(s) or an Opportunity
Project - a simple date-based project which may be customised to link to Accounts, Contacts or Opportunities
Activity - a Task or Appointment, usually linked to at least one other entity
Product - an item (any kind of product or service that your business offers) that would be linked to an Opportunity via the Product Grid
These main entities - with the ability to rename them and the option to create multiple layouts/Forms and/or different processes - meet all requirements for many different companies. However, there are also instances where there is a need to create something completely new - “Assets” is the example we’re going to use here and also in the related step-by-step article.
It’s for this kind of use case that we have created our Custom Entities module. Pipeliner Admins and Partners can now create entirely new Custom Entities from the Admin Module>Entities menu (formerly Fields & Forms) to meet the additional, specific needs of your business.
How do I access Custom Entities?
Custom Entities is an Automation Hub module that is available to existing Unlimited Tier customers only by special arrangement via your Account Manager. Enterprise Tier customers can also request Custom Entities to be added to their subscription as a chargeable extra.
From the Automation Hub menu, scroll down to find Custom Entities and then click on “Request”. Once the request has been approved by one of our team, you’ll then have access to Custom Entities from the Entities menu (formerly Fields & Forms) ⤵
IMPORTANT: Pipeliner Technical Support (delivered via email or live chat) only includes support for issues relating to Custom Entities for those customers and partners who have purchased (and consumed) our Custom Entity consultancy package. For those customers, support queries relating to Custom Entities will usually be referred to our most experienced consultants so we may take additional time to respond. Additional consultancy time will be required for all specific advice relating to your business’ individual use cases or requirements.
How to Create a Custom Entity
From the App Switcher, choose Administration ⤵
NOTE: only Admin users will see the Administration option.
Click on the Entities menu and you’ll see a “Create New” button ⤵
NOTE: if Custom Entities is not enabled, the “Create New” button will have a padlock symbol rather than a + symbol.
Click on “Create New” to add your new entity. First, choose an icon that will represent your entity throughout the Pipeliner app (like the “Building” icon represents Accounts) ⤵
Then enter a singular form and plural form of the name you want to give your new custom entity ⤵
Next, choose how you want the custom entity Name field to behave. You can select “Single line text” which will set the required field to be a simple “type in a name” for every new custom entity record that is created ⤵
This works just like Accounts, for example, where in order to create a new Account, users have to type in the Account’s Name.
The alternative is “Auto number” which will assign an automatically incrementing number to each new custom entity record that is created. You can choose the options and the starting index number for your field. More information on Auto number fields can be found in this article ⤵
Finally decide which functionalities you want to enable for your new custom entity ⤵
Enable Activities - the custom entity will have an Activities tab when opened and you can create and link Activities
Enable Documents - the custom entity will have a Documents tab when opened and you’ll be able to upload documents and view uploaded documents
Enable Notes - the custom entity will have a Notes tab when opened and you’ll be able to add Notes and view previous Notes.
Enable searching through Global Search - custom entity records meeting the criteria used in a Global Search will display in the results list
NOTE: these options can be amended after your custom entity has been created.
When you’ve chosen your options, click on “Create” to add your new Custom Entity ⤵
You’ll now be able to access your custom entity and to work on configuring it by adding fields and form types and setting up access via user roles in the same way as you would manage any other entity in Pipeliner.
How do I link my new custom entity to other existing entities such as Accounts?
Your new entity is entirely “stand alone” when you first create it. In the app, you’ll see a main menu where you can create records - either manually or by importing data. The menu offers a list view of all your custom entity records which you can filter in the standard way.
Usually, however, you’ll want to link your custom entity to other existing records in Pipeliner and to do this you’ll need to create Lookup fields which can also create Tabs on related records - for example, to see all custom entity record related to an Account that you have open. If you haven’t used a Lookup field before, details can be found in this article.
Start to Finish example of creating a custom entity for Assets
We’ve created a step-by-step example of creating, configuring and using a custom entity including setting up field permissions, user role set up and importing in this use case article.
Features fully supported in version 5.2 (December 2023)
The features listed below are fully supported in the version 5.2 release:
Supported Feature Name
Admins can configure the Entity level Permission for each User Role level in the same way as for Pipeliner main entities with the same Sales Unit/Record access levels
Fields & Forms
- Fields (all fields including calculated, lookup & rollup fields)
- Web Resources
- Field Permissions (same setting as the Pipeliner main entities)
Create new entity
Admin can create a New Entity, rename the entity.
Default fields: Name, Owner, Sales Unit
Custom entity types: Every Custom entity can have unlimited Form Types
Documents + the Document Management add-on is supported for custom entities, when enabled in Admin>Entities in the custom entity settings
Activities are supported for Custom entity, when enabled in Admin>Entities in the custom entity settings
Notes are supported for Custom entity, when enabled in Admin>Entities in the custom entity settings
Records of the custom entity are searchable. Admins can enable Global search on individual user-defined fields of the custom entity
Users can set a custom entity as a Favorite
Users can view records of the custom entity on a List View. Custom entity List Views support Inline Edit and Search functionality
Users can filter records by fields that belong to that custom entity. Eg. user can filter a custom entity by Name (default field) or any user-defined custom entity field and can also filter custom entities by related records. E.g. From the Account list view, users can filter Accounts by a linked custom entity field such as Assets
In-App + Email notifications are supported for changes of ownership and Newly Linked items for custom entities
Record Detail/Create new record
Users can edit Custom Entity record in record Detail
Bulk Update + Change Ownership
Users can select several records and bulk update data on those records
Users can create reports based on the Custom entity. SpreadSheet, Pivot Table, Advanced Report and Charts are supported in Custom Entity Reports.
Users can create reports which link together a Custom Entity and Related Entities based on Lookup fields - e.g. an Account report with related Assets or Assets with related Accounts.
Users can access data in Drilldowns (eg. in Reports)
Users can export data to CSV/xlxs format
Users can import custom entity records and can also link them to Related records. For example, a user can import "Assets" linking them to their related Accounts by adding a column to their csv file populated with Account names (as long as the Account names exactly match existing Accounts in Pipeliner)
Users have access to a Feeds tab on Custom Entity. Custom entities generate Feed events on related Pipeliner out-of-the-box entities
Personalization objects based on custom entities are available within emails, Automatizer, Email sequences
Users can send emails directly to the Accounts or Contacts related to a custom entity and can link existing emails to the custom entity
Admins can create Processes that can be triggered by or update Custom Entities.
User can create/update a related custom entity defined by lookups fields
Features partially supported in version 5.2 (December 2023)
The following features are partially supported in version 5.1 and will be enhanced/improved in following releases:
Partially supported Feature Name
Users can create Advanced Reports based on a Custom Entity.
Users can't add Related Entities as a sub-table in an Advanced Report based on a custom entity.
Features not yet supported in version 5.2 (December 2023)
The following features are not yet supported:
Usupported Feature Name
Admins can't customize Interface settings. Therefore Record Tooltip + Compact View + List view Sidebar features aren't supported
Compact view isn't supported, because the Interface feature isn't supported
List View → Side Bar
Sidebar in list views & drilldowns to preview record isn't supported, because the Interface feature isn't supported
Record tooltip isn't supported because the Interface feature isn't supported
Admin can't create Processes with sales steps & Sales step activities for a Custom entity
Admin can't create Tags for Custom Entity in Administration
Integrations (Automation Hub)
Integrations like Zendesk, Hubspot, Jira don't support Custom Entities
Users can't archive records of Custom entities, records can be only deleted
Admins can't build Email Sequences from custom entities
Users can't send text to the custom entity, users can't link existing text with custom entity
Admins can't build Approval processes for custom Entities
Users don't have an option to create/select different form views other than system view
Users/Admin can't build document template via Office 365 Add-on or Google Add-on
Outlook, Document Template, LinkedIn don't support custom entities
Users can't see custom entities in Mobile Android, iOS application
User can't use online forms with Custom Entities