Insightly Upgrades: More Custom Field Options, New Filters, Lead Tracking and More

insightly Screen. Image courtesy of InsightlyInsightly has released several enhancements to their cloud-based CRM system over the past couple of weeks, including four new custom field types, custom field layout grouping, an expanded set of list filtering options, and lead tracking.

New Custom Field Types

Insightly has  added four new custom field types to choose when creating new custom fields:

  • A checkbox field type
  • A number field type
  • A URL / Hyperlink field type
  • A Multi-line text field

These are in addition to the text field, dropdown and date fields that were already available. These additions greatly expand the ability to handle different data types within Insightly. Now if they will just add a multi-choice pick list!

New Setting Options For Custom Fields

Insightly added two additional settings for each custom field:

  • Invisible in the user interface
  • Read-only in the user interface

Click here to expand on the details for each setting [+].

When you create a new custom field, you can make it invisible in the user interface. This is useful for custom fields that have content of value to other systems for reference, but are of no interest to your users. You may want to hide those values from appearing in the Insightly user interface to reduce clutter if those fields have no meaning to your users.

The second option is the ability to make custom fields read-only in the Insightly user interface. If you add records to Insightly with custom fields via the Insightly API or by importing them from an Excel or CSV file, and you don’t want some of the custom field values changed by your users because they are important and should not be changed, selecting this option will leave the fields visible in the user intreface, but the fields can only be updated via the API.

Insightly Custom Field Settings

 

Setting Default Values for Custom Field Types

You can now set a default value for all custom fields you create.

New Custom Field Grouping

Custom fields can now be placed into groups to make organizing them easier. You can drag custom fields between groups, change the order of fields within a group, and change the order of the groups themselves on the page. This offers more flexibility in the page layout for the contact, organization, opportunities, projects, and lead screens.

Click here to see screen shots of the new grouping capability [+].

Defining groups when adding custom fields in Insightly:

Defining the groups when adding custom fields

The Insightly Contact screen showing the custom groups:

Custom field groups on the Insightly contact screen

New Filtering Options For Lists

The new release of Insightly includes improved filtering capability for lists:

New Filter Operators

Text fields now have the following operators:

  • Equals
  • Not equal to
  • Less than and Greater than
  • Less than or equal, Greater than or equal
  • Contains, Does not contain
  • Starts with
  • Is Empty, Is Not Empty

Drop down fields now allow you to choose one of the drop down values, along with operators:

  • Equals
  • Not equal to
  • Is Empty, Is Not Empty

Date fields have the following operators:

  • Equals
  • Not equal to
  • Less than and Greater than
  • Less than or equal, Greater than or equal
  • Is Empty, Is Not Empty
Relative Dates in Filters

One of the nicest features that they have implemented is ‘relative dates’ in filters. When filtering by a date field, instead of picking a specific date to filter by, you can now type in a relative date value like ‘this week’, ‘next week’, ‘last month’, ‘3 months ago’, ‘last quarter’, ‘next 90 days’, ‘last year’, and Insightly will determine what date range that represents each time you use that filter.

This means, for example,  you don’t have to create a new filter each new week if you want to look at what contacts were created in the last week, you just type in ‘last week’ as the filter value, and each time you use that filter it will show you what was created in the last week. This powerful feature is great for users who do a lot of date filtering, or for users that generate lists or exports based upon a prior period’s data.

Click here to see a list of all of the relative date operators [+] that can now be used in filtering data by date.

 

YESTERDAY: Starts at 12:00:00 a.m. on the day before the current day and continues for 24 hours.

TODAY: Starts at 12:00:00 a.m. on the current day and continues for 24 hours.

TOMORROW: Starts at 12:00:00 a.m. on the day after the current day and continues for 24 hours.

LAST WEEK: Starts at 12:00:00 a.m. on the first day of the week before the current week and continues for seven days.

THIS WEEK: Starts at 12:00:00 a.m. on the first day of the current week and continues for seven days.

NEXT WEEK: Starts at 12:00:00 a.m. on the first day of the week after the current week and continues for seven days.

LAST nWEEKS: Starts at 12:00:00 a.m. on the first day of the week that started n weeks before the current week, and continues up to 11:59 p.m on the last day of the week before the current week.

NEXT nWEEKS: Starts at 12:00:00 a.m. on the first day of the week after the current week and continues for n times seven days.

n WEEKS AGO: Starts at 12:00:00 a.m. on the first day of the week that started n weeks before the start of the current week and continues for seven days.

LAST MONTH: Starts at 12:00:00 a.m. on the first day of the month before the current month and continues for all the days of that month.

THIS MONTH: Starts at 12:00:00 a.m. on the first day of the current month and continues for all the days of that month.

NEXT nMONTHS: Starts at 12:00:00 a.m. on the first day of the month after the current month and continues until the end of the nth month.

LAST nMONTHS: Starts at 12:00:00 a.m. on the first day of the month that started n months before the current month and continues up to 11:59 p.m on the last day of the month before the current month.

n MONTHS AGO: Starts at 12:00:00 a.m. on the first day of the month that started n months before the start of the current month and continues for all the days of that month.

NEXT MONTH: Starts at 12:00:00 a.m. on the first day of the month after the current month and continues for all the days of that month.

LAST 90 DAYS: Starts at 12:00:00 a.m. 90 days before the current day and continues up to the current second. (The range includes today.)

NEXT 90 DAYS: Starts at 12:00:00 a.m. on the day after the current day and continues for 90 days. (The range does not include today.)

LAST n DAYS: Starts at 12:00:00 a.m. n days before the current day and continues up to the current second. (The range includes today. Using this date value creates a list including records from n + 1 days ago up to the current day.)

NEXT n DAYS: Starts at 12:00:00 a.m. on the next day and continues for the next n days. (The range does not include today.)

n DAYS AGO: Starts at 12:00:00 a.m. on the day n days before the current day and continues for 24 hours. (The range does not include today.)

LAST QUARTER: Starts at 12:00:00 a.m. on the first day of the calendar quarter before the current calendar quarter and continues to the end of that quarter.

THIS QUARTER: Starts at 12:00:00 a.m. on the first day of the current calendar quarter and continues to the end of the quarter.

NEXT QUARTER: Starts at 12:00:00 a.m. on the first day of the calendar quarter after the current calendar quarter and continues to the end of that quarter.

LAST n QUARTERS: Starts at 12:00:00 a.m. on the first day of the calendar quarter n quarters ago and continues to the end of the calendar quarter before the current quarter. (The range does not include the current quarter.)

NEXT n QUARTERS: Starts at 12:00:00 a.m. on the first day of the calendar quarter after the current quarter and continues to the end of the calendar quarter n quarters in the future. (The range does not include the current quarter.)

QUARTERS AGO: Starts at 12:00:00 a.m. on the first day of the calendar quarter n quarters before the current calendar quarter and continues to the end of that quarter.

LAST YEAR: Starts at 12:00:00 a.m. on January 1 of the year before the current year and continues through the end of December 31 of that year.

THIS YEAR: Starts at 12:00:00 a.m. on January 1 of the current year and continues through the end of December 31 of the current year.

NEXT YEAR: Starts at 12:00:00 a.m. on January 1 of the year after the current year and continues through the end of December 31 of that year.

n YEARS AGO: Starts at 12:00:00 a.m. on January 1 of the calendar year n years before the current calendar year and continues through the end of December 31 of that year.

LAST n YEARS: Starts at 12:00:00 am on January 1, n+1 years ago. The range ends on December 31 of the year before the current year.

NEXT n YEARS: Starts at 12:00:00 a.m. on January 1 of the year after the current year and continues through the end of December 31 of the nth year.

Lead Management

Finally, Insightly recently implemented lead management in their CRM. The Leads record lets the user add pre-qualified leads, or suspects, to the Insightly database as Lead records, keeping them separated from the qualified sales opportunities and contacts.

After the user determines a lead is qualified, it can be converted and Insightly will automatically create a sales opportunity with a linked contact and organization.

For more information on using leads in the sales process, see “Leads: Who Needs Them“.

Lead Management elevates Insightly from a glorified contact manager to the ranks of a full-function CRM system that can hold its own against most of its competitors, at a very attractive price point.

But there are a few shortcomings in their Lead Management that I hope they address in the next release:

  • When converting Leads to Contacts and Opportunities, the Lead History, Notes, Tasks and Events, along with Lead Source, should be carried over to the new Contact record.
  • Add the capability of mapping custom fields in the Lead Record to custom fields in the Contact and Opportunity records, so that the custom field data are carried over from the Lead to the associated Contact or Opportunity when the Lead is converted. Zoho makes it a snap to map custom fields across the various record types; Insightly can take a page from their playbook in this case. If Insightly doesn’t want to implement full field mapping, they could automatically carry over data from fields which share the same name. For example, data in a field titled “Source Category” in both Leads and Contacts would automatically be carried over from the Lead to the Contact when it is converted.
  • Provide the option to not create an Opportunity when the Lead is converted. Not all Leads will convert to Opportunities, some may just remain Contacts that we wish to track and nurture, so that in time they will develop into an Opportunty.

Hopefully Insightly will address these shortcomings in Lead Management in their next release, as these minor changes will greatly enhance its usability. In the meantime, these welcome enhancements continue to improve the functionality of Insightly CRM, and demonstrate their commitment to ongoing improvement.

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