Custom Fields in Property/Prospect
How to create and filter custom fields in property records
Custom fields are an essential tool to tailor a property or prospect record to the specific processes and needs of each real estate agency. Their usefulness lies in the ability to record internal information not included in standard fields, optimizing the organization of the record and facilitating the location of properties through specific and custom filters.
This guide provides a detailed explanation of what custom fields are, how to configure them correctly, what types of data can be stored in each, and how to use them effectively to filter and segment the property listing.
What are custom fields for a property?
A custom field is additional data added to a property or prospect record, designed to cover specific internal needs of the real estate team that are not included in the system's default fields.
For example, it can be used to indicate whether a property has a gallery, record relevant operational observations, assign internal numerical classifications, or store particular features essential for daily management and decision-making.
Important: custom fields are intended exclusively for internal management. These fields are not automatically sent to real estate portals nor published on external websites.
Properties and prospects: managing custom fields
Property and prospect records share a similar structure, differing mainly in the status of the record and certain specific requirements when registering each type of property.
Therefore, the configuration and management of custom fields is done directly from the corresponding record. To access it, simply open a property or prospect and locate the section dedicated to custom fields within the available tabs or sections.
In some cases, the Custom Fields section may be hidden by default. To activate it, use the add sections button, usually identified with the + symbol, and select this option to make it visible.
The customization panel allows selecting which fields are shown and in what order within the record.
Hide standard fields that are not relevant to the team
Customizing a record is not only about adding new data but also simplifying its structure by removing unnecessary elements. This helps the team complete important information more quickly and efficiently.
From the field display or customization option, it is possible to hide those standard fields that are not usually used in daily operations. Once hidden, these fields no longer appear by default in all property records.
When is it advisable to hide a field
• When the field does not provide relevant information for acquisition, marketing, or administration.
• When the information it contains is duplicated in another section of the record.
• When it complicates the record, making it less quick and easy to complete.
• When it corresponds to processes the team does not use in their usual workflow.
Hiding fields improves visual clarity and usability, but it is advisable to agree on this decision with the team before applying it broadly, as a seemingly secondary field could be essential for certain specific operations.
How to create a new custom field
Once the custom fields section is activated, you can access the manage fields option to create a new one. The configuration of this field will define the type of data it will store, its position in the record, and its functionality in searches and filters.
• Open a property or prospect record.
• Activate the Custom Fields section if it is not visible.
• Access the field management or administration.
• Select the option to create a new custom field.
• Assign a clear, descriptive, and easily recognizable name for the field.
• Choose the most appropriate data type according to the information to be recorded.
• Define the order in which it will appear within the record to facilitate consultation.
• Activate the filtering option if you want this field to serve as a search criterion.
• Save or confirm the changes made.
After completing these steps, the new field will be available in the custom fields section of the record, ready to be used.
Selecting the appropriate field type
Choosing the field type is fundamental to ensure the consistency and usefulness of the recorded information. An incorrect type can generate inconsistent data and hinder the application of efficient filters.
Below are the most common field types and their recommended uses:
| Field type | When to use it | Example use |
|---|---|---|
| Text | For brief notes | Internal label or complementary reference |
| Long text | For detailed explanations or comments | Internal observations about the property |
| Number | For integer values | Internal classification or quantity |
| Decimal number | For values with decimals | Precise quantitative data |
| Yes or no | For binary conditions | Gallery available: yes or no |
In particular, for simple binary answers, the yes or no field is especially efficient, as it appears as a checkbox that facilitates both data entry and subsequent filtering.
The selection of the data type should be based on the nature of the information the team needs to record and consult.
Configure the order of custom fields
The order in which fields are presented within the record is key to improving user experience and management efficiency. Establishing a logical priority allows the most relevant and consulted data to appear first, avoiding the need for the team to navigate through extensive sections.
It is recommended to organize fields following this practical criterion:
• First, the data that must be completed in most properties.
• Next, the features that contribute to internal classification.
• Finally, observations or data that apply only in specific cases.
For example, if a field called Gallery is relevant for reviewing and publishing listings, it is advisable to place it in a prominent position so it is easily visible when editing the record.
How to filter properties using custom fields
Custom fields can become key criteria to segment and locate properties within the general listing. For this, it is essential that the field is configured as filterable during its creation or editing.
Once this function is activated, the field will appear in the smart search and in the filters available in the property listing, allowing identification of specific groups of properties without the need to review each record individually.
Practical example: filter by the "Gallery" field
Suppose a custom field of type yes or no called Gallery has been created. By enabling the filtering option, the listing can segment properties according to whether or not they have this feature checked.
• Create the Gallery field with yes or no format.
• Activate the filter option for this field.
• Check the corresponding box in records that have a gallery.
• Access the property or prospect listing.
• Search for the Gallery criterion in the smart search or filter panel.
• Select the desired condition, for example, with gallery or without gallery.
The system will only show records that meet the selected condition. If a property does not have the field checked, it can be included when applying the filter corresponding to the absence of that feature.
Activating custom filters allows segmenting the listing according to the values stored in each record, improving search accuracy.
Best practices for creating effective custom fields
Before adding a new custom field, it is essential to review whether the information to be recorded is already covered by a standard field to avoid duplications that may cause confusion and contradictory data.
• Use clear, concise, and easily understandable names for the entire team.
• Create fields only for information that will be actively consulted or used.
• Select a data format consistent with the expected type of response.
• Activate the filtering option only on fields that add value for segmenting properties.
• Define a logical order, prioritizing the visibility of the most important fields.
• Avoid using custom fields for information that requires publication on portals or external websites.
Common mistakes in custom field configuration
Creating fields thinking they will be published automatically
It is crucial to understand that custom fields are for internal use and should not replace official fields intended for publication on real estate portals or websites.
Choosing text when a binary response suffices
For simple yes or no answers, using a yes or no field is clearer and more efficient, as it avoids variations in data entry and facilitates filter application.
Not enabling the filter when creating the field
If the field is intended to serve as a search criterion, it is essential to activate the filtering option during its configuration so it can be used in the listing.
Accumulating too many custom fields
An overloaded record can slow down the management process. It is advisable to keep only fields that provide real value and hide or delete those that are not part of daily operations.
Checklist before saving a new custom field
• Is the data not already covered by a standard field?
• Is the name clear and easily understandable without additional explanations?
• Does the selected data type correspond with the expected response?
• Does the field's position make sense in the context of the record?
• Will the team need to filter properties using this data?
• Is this information exclusively for internal management?
Conclusion
Custom fields are a powerful tool to adapt property and prospect records to the specific needs of each real estate agency. They allow adding relevant internal information, simplifying the record by hiding unnecessary fields, and creating precise filters that facilitate the location and segmentation of properties.
The key to maximizing their usefulness lies in maintaining a simple and functional structure: create only essential fields, select the appropriate data type for each case, and activate filtering only when the data will be used to efficiently organize and search properties.
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