All the information about the contacts in your database, from their name and address to their purchase history, is stored in the contacts’ individual contact record. Contact records show fields for all the information, such as First Name or Email Address. You can tailor the fields shown in your contact records to suit your needs using our list of default options or by creating your own custom fields.

The fields you use are much more influential than simply their ability to store information about your contacts: They’re often the power behind your automation in Ontraport. The values within fields, such as purchase dates, products purchased, or even the contact’s job title, can be used within your automated campaigns to trigger the appropriate next step for that contact.

There are multiple ways you can gather information to fill in contacts’ fields. Most commonly you’ll use forms on your landing pages. When contacts fill out the form, the information they enter in the fields automatically goes into their contact record, which triggers any follow-up you’ve dictated based on that field.

Here’s how to create, delete, move and set user permissions for custom fields and how to add and move sections for organizing your fields.

Steps


To add fields:

  • Navigate to Contacts→ Settings → Field editor.
  • On the left, select the tab you’d like to add the field to, then find the section.
  • Clickthe add field button.
  • Name the field.
    1. Create names of your fields with enough information that you recognize it but not so long that it’s hard to read in your database.
  • Select a field type. The field type defines what type of data that field accepts:
    1. Checkbox: Checkbox for yes and no
    2. Country: Dropdown list of countries
    3. Date: Calendar box to select date
    4. Date and Time: Calendar box to select date and clock dial to select time
    5. List Selection: List of multiple values, allows selection of one or more items
    6. Long Text: Text field for long descriptions
    7. Numeric: Field for whole numbers only
      1. The header for this field’s columns can be set up to show total, show average, or show nothing.
    8. Price: Field for entering a price up to two decimal points
      1. The header for this field’s columns can be set up to show total, show average, or show nothing.
    9. Phone: Field for phone numbers
    10. State: Contains a list of states and regions
    11. Dropdown: Dropdown list of multiple values allowing the selection of one of the values
    12. Color: Dropdown list of multiple values allowing the selection of one of the values and colors
    13. Text: Field for alpha-numeric values such as proper names and serial numbers
    14. Email: Field for email address
    15. SMS: Field for a phone number that can receive SMS messages
    16. Address: Field for a street address
  • Click the blue save button.

To delete fields:

  1. Click the orange trash can icon next to the field and type DELETE when prompted. Note, when a field is deleted, the data in those fields is deleted from all contact records.

To move fields:

  • Hover your cursor over the field you want to move, and click and hold the the orange move icon icon.
  • Drag the field to any section or tab in your field editor and drop it where you would like it placed.

To add new sections:

  •  Click the add new section buttonYour new section will appear at the very bottom of the tab.
  • Scroll down to the newly added section. Click UNTITLED to add the name of the section, and click Section Description to add your description(optional).

To move sections:

  1. Click and drag the move icon in the upper left corner of the section you want to move.
    1. You can either drag your section to a new order in your current tab, or you can move the section into a new tab.

To add permissions:

Each section in the field editor has a Permissionsbutton where you can create settings for certain roles to be able to view or edit. These permissions allow you to control whether certain users can view or edit the fields within a specific section.

To add a new tab:

  • On the bottom left of your Field Editor, click Add tab.
  • Replace UNTITLED with the name of your tab.
  • You can click and drag the orange move icon to reorder tabs as needed.

tabs in a contact record

Default System Fields


There are several default fields in the “System Information” section of contact and object records. These fields can’t be edited or deleted, but they can be used to create groups, identify records and set up conditions in dashboard metrics. 

Date Added – the date the record was created

Date Modified – the date the record was last modified

Last Activity – the date the contact was last active

Contact or Object ID – a numeric identifier added to each record that is incremented by one for each new record

Unique ID – a unique, random alphanumeric identifier that can be passed through URLs without exposing a contact’s email address