Keep more than one book and customise its stages and fields

Your Contacts can hold more than one book. The app calls each one a table, and each keeps its own stages, fields, contacts and saved views. A recruitment pipeline next to a sales one is the usual reason.

Your first table is My CRM. A new table starts with 7 stages, from New lead to Lost, and 4 fields: Phone, Email, Birthday and Do not contact. Rename, move or delete any of them.

Find your tables

The left rail lists them under Tables while you’re in Contacts. Pick one to switch.

On a phone, the chip in the page header opens the same list.

Make another table

To add one:

1. Open the ⋯ on the Tables heading in the rail.
2. Pick New table.
3. Type the name and press Create table.

A new table has the starting stages and fields, and no contacts or saved views. The app switches you straight into it.

To start from the table you’re in, pick Duplicate and its name from the same menu instead. Any other table’s own ⋯ offers Duplicate too. A copy takes the stages and the fields, and none of the contacts. It’s named after the original with copy on the end.

Two of your tables can’t share a name. The app says You already have a table with that name.

Rename or delete a table

The ⋯ on a table’s own row holds Rename, Duplicate and Delete. Renaming leaves its stages, fields, contacts and views exactly as they were.

Caution

Delete takes the table’s stages, its fields, every contact in it and every view saved on it. The dialog names all four and says it cannot be undone. Press Delete table only if that’s what you mean.

Your last table can’t be deleted. The app says This is your only table. Create another one first.

Change the stages

Stages are the columns on Kanban, and they belong to one table. Changing them never touches another table.

To open the stage editor, press Manage stages in any of these places:

• The options button on a Kanban column heading, or a right-click on it.
• A right-click on the stage column heading in Grid.
• The foot of the stage picker in a Grid cell.

The Stages dialog does everything to them:

• Add stage at the foot adds one to the end.
• Press a stage’s name to rename it. Enter keeps the change, and Escape drops it.
• The arrows move a stage up or down, which moves its column on the board.
• The swatch opens a palette of 11 colours in 3 shades each.
• The bin deletes a stage. An empty stage goes on the second press.

A stage that holds contacts can’t simply go. Its row opens into a move instead: it says how many contacts are in the stage, lets you pick another, and Move and delete moves them and removes the empty column.

A table needs at least 1 stage, so the last one’s bin is greyed out.

Add and edit fields

Fields are the columns in Grid and the rows on a contact’s record.

To add one:

1. Press Fields in the toolbar, then New field at the foot.
2. Type the Field name.
3. Pick the Field type.
4. Press Save.

A right-click on a Grid column heading also offers New field, Insert field left and Insert field right, and Edit field for the one you clicked.

There are 16 types: Text, Long text, Number, Currency, Select, Multi-select, Date, Date and time, Phone, Email, URL, Checkbox, Rating, Linked contact, Person and Attachment. Open the info mark beside Field type for what the picked one is for.

Currency reads as money (S$1,200) and takes 2.5k or S$1,200 as typed; it counts in the grid’s totals, the chart and the revenue strip. Rating is five stars: click one to set it, click the lit one to clear it. Long text opens in a box that keeps its line breaks; Shift+Enter adds a line, Enter saves. Date and time uses the picker and sits on the calendar by its day; a filter on it by a date matches any time that day.

Select and Multi-select take their choices in Options, as a list with commas between them. Rename a choice later and contacts holding it keep their value. The editor says what happens to every choice you remove.

Tick Show on the board card to put the value on the contact’s Kanban card.

Only a Select or a Person field can group the board into columns. The editor says so when you pick a list type.

Delete a field

Right-click the field’s column heading in Grid and pick Delete field everywhere. The dialog counts how many contacts have a value in it before you press Delete field.

Caution

The values go with the field, in every view of that table, and it can’t be undone.

FAQ

Can I move a contact from one table to another?

No. A stage belongs to the table it was made in, so a card can’t cross between tables. Add the person to the other table instead.

Do saved views follow me across tables?

No. A view belongs to 1 table, because its conditions name that table’s fields. See Filter contacts and save a view.

Which table do new WhatsApp leads land in?

The one set under New leads go to in the business’s Setup, on the Workflows tab, or your first table if none is set. See What the Inbox is and how a lead reaches it.

A table I made earlier has no stages. How do I get them?

Open the table and press Add these columns. It adds the 7 starting stages, and the 4 starting fields if the table has no fields yet. Press Name my own instead to open the stage editor and type your own.

My table has stages but no fields. How do I get the starting ones?

Press Fields in the toolbar. A table with no fields offers Add the starter fields, which adds Phone, Email, Birthday and Do not contact and leaves the stages alone.

A new table said its starter columns did not load. What now?

Press Try again on that message. It adds only the stages or fields the table is missing. If the message has gone, the Fields button above does the same for fields, and a table with no stages shows Add these columns.

Can I start a new table with another table’s stages?

Yes. Open that table’s own ⋯ in the rail and pick Duplicate. The copy takes its stages and fields, and none of its contacts.