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    Layouts Enhancement: Remapping Old Fields

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    In light of releasing the Layouts feature, we added an additional 1000+ data fields into the RealNex CRM, a lot of which came from feedback we received from users over the years.

     

    While we know Layouts will serve to be a powerful feature that allows you to customize your CRM even further, we also understand that this introduction of new fields may introduce the possibility of duplicate fields in your database if you have changed the caption of what was previously know as a "user" field.

     

    There are a few workarounds, depending on the course of action you would like to take for your RealNex CRM Database.

     

    The Problem

    As either the database administrator in your company or team, or as the sole owner of a database, the "user_", "userdate_", or "usernumber_" fields exist so that you can add fields that may otherwise not exist in the RealNex CRM database by default.

     

    As we have now added many new fields, it is not out of the question that you could encounter duplicate fields in your database.

     

    We will continue by first discussing the option of leaving your data where it is, then we will finish by discussing how to move the data to the new field, as well as best practices for this action.

     

    Keep the data where it is

    The most straightforward solution would be to keep your data in your custom field. In doing so, there is a consideration to think about before setting your decision to keep the data where it is.

     

    To begin, open Field Definitions through your Settings:

     

    Using the "External" filter, apply the MarketPlace, then the MarketEdge filters:

    Look through the filtered fields to ensure that the field you previously edited the caption for isn't a field that now exists and is integrated with either MarketPlace and/or MarketEdge.

     

    Should your previously edited field appear as a separate field, consider transferring your data from your custom field to a new field. To learn how to do so, click here.

     

    Otherwise, you may decide that keeping the data where it is and making the new field invisible is the right course of action for your situation. In that case, continue reading to learn how to make a field invisible.

     

    Making fields invisible

    It should be noted that this capability is only available to those that have the "Edit field definitions" or the "Super user" permissions active on their accounts. For more information, read more about User and Team Permissions.


    To begin, click into your CRM, navigate to the administrative toolbar and click Settings > Field Definitions:

    Use the filters at the top to find the fields you want to make visible. Use the "Caption" text box to search for the field name, and set your "Is Visible" dropdown to "Yes":

    From there, adjust the proper field's visibility by deselecting the respective "Is Visible" checkbox. Changes automatically save, so once deselected, you're done! The field will no longer be available for you or users to view or add data to.

    *NOTE* If a field is made invisible, the data is not deleted. Data is preserved in the field, regardless of visibility.

    You always have the option to make a field visible again by coming back to this popup and checking the proper checkbox.

     

    Move data to the New Field with Global Replace

    What is Global Replace?

    Global Replace allows you to edit data in a specific field for multiple records, meaning any mass edits you need to make can be done in a few steps, as opposed to opening individual records and editing fields one-by-one.

     

    For those who follow along better with a video, view our RealNex Global Replace video.

     

    Depending on the size of your table, you have the option of replacing data in a field for an entire table or sections at a time. As of now, the record limit for a single Global Replace action is 4,500 records.

    Should a table you're performing a Global Replace for be larger than the record limit, create filters to segment your table into sections smaller than 4,500 records and continue with Global Replace.

    For a refresher on filters, click to open the Data Mining Guide within RealNex in a new tab.

     

    On the whole, Best Practice is to perform Global Replace actions in your CRM during non-peak hours to avoid database performance issues, as well as to prevent freezing up your CRM, should someone else be working within records that are being edited.

     

    Below we will quickly run through Global Replace and how to migrate data from your custom field to the new field.

     

    Go to the table you will be performing the Global Replace action within. Should you need to do so, apply the appropriate filters. Once you are within the 4,500 record limit, continue below.

     

    For this example, we'll click into Properties, then click the "Global Replace" button in the Data Management toolbar:

     

    Assuming you are going to perform the Global Replace action for the entire table or you have applied a filter, click Proceed with "Records in a current query" selected:

     

    You are now looking at the Global Replace popup (screenshot below), which we will quickly go over:

    a. Field to replace

         - This is where you search and select the field you want to change

    b. Replace Switch

         - This switch dictates whether you will replace the data with a value, or with data from another field in your table

    c. Replace with

         - The value you will replace the field with

    d. Add Button

         - Change more than one field in one go by clicking "Add"

    e. Do not update 'last modified' field

         - RealNex CRM allows you to track the last made change, this checkbox allows you to determine if you would like to track this Global Replace as "last modified" for all records

    f. Backup updated fields

         - Grants you the opportunity to backup the field you will be updating

    g. Replace Button

         - Once satisfied, this button will begin the Global Replace action

     

    For the purposes of this example, click the 'Replace Switch', so that it now reads "Field". You will notice that 'Replace with' now looks a little different, granting you the ability to Copy, Move, or Swap the 'Field to replace' with the field you select under 'Replace with'.

    For this example, 'Field to replace' will be the New field that RealNex recently added.

    The 'Replace with' field will be the field you previously customized.

    The options are as follow:

    1. Copy - Preserve the value in the previously customized field, copying it into the new field.
    2. Move - Move the value from the previously customized field to the new field, leaving the previously customized field empty.
    3. Swap - Exchange the values in both fields, the value in the new field will swap with the value in the previously customized field.

    Depending on your needs, you will likely select to Copy or Move the field values, as Swapping the fields may leave the door open for confusion, should there be values already existing in the New Field.

     

    Once set on the Global Replace action to take with your fields, click the orange "Copy", "Move", or "Swap" button to begin the action. 

     

    For other resources related to the new Layouts Enhancement, visit https://bit.ly/LayoutsCheatSheet 

     

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