Key Fields are important user-defined fields and system fields that are highlighted on the Details tab for Address Book entries, opportunities, and customer service cases, and on the Basic Information tab in campaigns, making them more readily accessible.
You can choose any user-defined fields and some system fields to include in the Key Fields lists. You may want to select mandatory fields as Key Fields, so users don’t miss them when creating new records. You may also select frequently used fields, making it easier for users to quickly enter these values. And you may select fields important to a particular group of users because different Key Field lists can be defined for specific users and groups, or for all users.
Key fields for different types of entries
Each Key Fields list contains different sets of fields for each type of entry. For example, you can create a new Key Fields list and add different sets of fields for Companies and Opportunities. When you add new fields to the list for opportunities, you can add only opportunity basic fields and user-defined fields. When you open the Opportunity dialog box in Maximizer, only the fields added to the opportunities list will be displayed.
When you work with Address Book entries, you can set up separate lists of Key Fields for Companies, Individuals, and Contacts. As well, each type of Address Book entry has different lists for sales leads and for regular entries. For example, Individual - Lead Key Fields appear only in Individual Address Book entries that are marked as sales leads.
Add fields to the Key Fields list for only the types of entries that you want to make the Key Fields list available to. If the Key Fields list contains no fields for a specific type of entry, the list will not be available when you view that type of entry.
Each Key Fields list can contain separate lists for the following types of entries:
- Company Lead – For Companies marked as sales leads.
- Company – For Companies that are not marked as sales leads.
- Individual Lead – For Individuals marked as sales leads.
- Individual – For Individuals that are not marked as sales leads.
- Contact Lead – For Contacts that are marked as sales leads.
- Contact – For Contacts that are not marked as sales leads.
- Opportunity – For opportunities.
- Campaign – For campaigns
- Customer Service – For customer service cases.
Restricting Access to Key Fields
The Key Fields lists in the Details tab of the following pane or in the Basic Information tab are visible only to the users or groups specified as having Read Access to the Key Fields lists. However, other users may still be able to access the fields in the list through the User- Defined Fields tab or through other Key Fields lists. Assigning a field to a Key Fields list does not determine who can access the field. The field is available as a Key Field only to users with access to both the user-defined field and to the Key Fields list.