Setting Up Data Definitions

Setting Up Data Definitions Data definitions in Getfly CRM play an important role in helping businesses:

Collect and store detailed customer, order, and product information.

Organize and classify data based on needs and intended use.

Create reports and analyze data effectively.

Getfly provides default data fields for objects such as Customers, Orders, Products, etc. However, businesses can customize and add additional fields to suit their specific business operations.

1. Create New Data Definitions

To add additional data fields beyond the default ones available in the system, follow these steps:

Navigate to Settings → Data Definitions.

The screen will display a list of data categories available on the system, including:

Customers

Tasks

Products

Orders

Purchase Contracts

Sales Contracts

Tickets (if used)

To add new fields for Customers, select Customers → Add New.

The screen will display the following options:

(1) Attribute Name: Enter the name of the data field you want to add.

(2) Attribute Code: The system will auto-generate a code when you enter the attribute name.

(3) Required: Choose whether this field is mandatory when adding a new customer.

(4) Check for Duplicates: When enabled, if the same information already exists in the system and another user adds the same info, the system will give a warning.

(5) Hide When Adding/Editing: This option will hide the data field when adding or editing customer information.

(6) Column Width: Adjust the width of the field in the customer screen.

(7) Display Type: Choose the type of data format:

Text Input: For short text, numbers, or characters (e.g., Name, Phone, Email, Address).

Text Area: For longer text (e.g., Notes, Customer Feedback).

Check Box: For a checkbox option.

Select List: For a dropdown list for users to choose from.

Weblink: For displaying URLs (e.g., http://getfly.vn/).

Date Time: For dates (e.g., Day/Month/Year).

Notes:

The system has 38 default fields, which cannot be deleted or changed in terms of data type. Only the names of these fields can be changed.

The system has a built-in mechanism to check for duplicate phone numbers and emails.

The ability to allow or prevent duplicate phone numbers or emails can be customized according to the business's needs.

Newly created fields will appear at the bottom of the list.

2. Edit/Delete/Restore Data Definitions

2.1 Edit Data Definitions

To edit a data definition:

Select the data field you want to edit → Click Edit.

Note:

Default fields in Getfly CRM only allow you to rename the attribute; the data type cannot be changed.

You can modify the name and data type of custom fields created in Getfly CRM. However, changing the data type should be done carefully, as it may lead to data loss in the field.

2.2 Delete Data Definitions

To delete a data field that is no longer in use:

Select the data field to delete → Click Delete.

Note: The system does not allow deletion of default fields.

2.3 Restore Deleted Data Definitions

To restore a deleted data field:

Go to Deleted → Click Restore to recover it.

3. Organize Data Definitions

You can organize the order of data fields displayed in Getfly CRM by dragging and dropping fields.

This feature allows you to customize the Customer Management (F2) screen layout based on your needs, placing important fields at the top for easier tracking and interaction.