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.
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Keep the data where it is and make the new fields invisible
- There is one key item to consider before taking this action
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Move data from your customized field to the new field by using Global Replace
- There is a best practice to consider if taking this action
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.
Global Replace is useful if you have previously used any "User" fields that have since been added by RealNex as a default system field.
Why move data from the custom field to the new system field?
- While not required, system fields are best suited for building reports and sending data outside of your CRM to other RealNex solutions (MarketPlace, MarketEdge).
If you are not familiar with Global Replace and how to use it, click to read out Global Replace article.
For other resources related to the new Layouts Enhancement, visit https://bit.ly/LayoutsCheatSheet