Understanding system contact fields

System contact fields are standard fields that come preconfigured with BoldSales. They define how core contact information is stored and managed across the system. These fields ensure consistency in data capture while allowing you to customize visibility in create form, mark important fields as mandatory, and arrange them in the preferred order for an efficient contact creation and management experience.

Accessing system contact fields

• Go to Setup > Modules and Fields > Contacts.
• Or use the search bar in Setup, type Contacts, and select it from the results.

System contact fields

First name

The given name of the contact.

Last name

The surname of the contact.

Email addresses

The contact’s email addresses, including business, personal, and other email addresses. You can mark one of the email addresses as primary.

By default, Last name is set as mandatory. However, you can change this by making either First name or Email Addresses mandatory instead. Doing so will enable the option to unmark Last name as required. At least one of these fields (Last name, First name, or Email Addresses) must always be mandatory.

Phone numbers

The contact’s phone numbers, including business, personal, and additional numbers. You can mark one of the phone numbers as primary.

Companies

Stores the company associated with the contact record. This connection provides context and allows easy access to related information such as company details and history. You can mark one of the companies as primary.

Owner

Identifies the user responsible for managing the contact record. Assigning an owner ensures accountability and clarity.

Description

Provides additional details or context about the contact record. This can include background information, client requirements, or any notes that help in managing the opportunity effectively.

Lifecycle stage

Indicates the current stage of the contact record (Lead, Sales qualified lead, Customer, etc.). Stages reflect the progress of the contact and are essential for tracking and managing the sales cycle effectively.

Street

The street address of the contact.

City

The city where the contact is located.

State

The state or province of the contact.

Country

The country of the contact.

Postal code

The ZIP or postal code for the contact’s address.

Latest source

The most recent source of the contact (such as Referral, Website, Organic search, or Call). Understanding the source helps in evaluating the effectiveness of marketing channels and lead generation strategies.

Latest source date

The date of the most recent source.

Original source

Shows the origin of the contact record (such as Referral, Website, Organic search, or Call). Understanding the source helps in evaluating the effectiveness of marketing channels and lead generation strategies.

Job title

The professional designation of the contact.

Salutation

The prefix for the contact’s name.

Date of birth

The birth date of the contact.

X (formerly Twitter)

The contact’s official Twitter handle for social media engagement.

Facebook

The link to the contact’s official Facebook page.

LinkedIn

The link to the contact’s LinkedIn profile.

Do not email

Restriction on sending emails to the contact. When checked, emails to this contact are blocked to ensure communication preferences are respected.

Do not call

Restriction on calling the contact. When checked, it serves as an informational flag only and does not affect logging of call details in BoldSales.

Insight fields

Insight fields are system-generated and automatically capture activity and interaction data related to contacts. They cannot be customized, but they appear on the contacts detail page and can be used for filtering and automation. These fields provide real-time visibility into engagement without manual input, helping users track activity history and follow up effectively.

Last activity

Stores the most recent past activity associated with the contact record, based on the date and time closest to the current time.

The most recent activity is:

• Event when an event’s Start date (date and time) is the closest past date and time.
• Task when a task’s Due date (date and time) is the closest past date and time.
• Note when a note’s Created on date and time is the most recent past date and time.
• Call when a call’s Start date and Start time is the most recent past date and time.
• Email when an email’s sent or received date and time is the most recent past date and time.

Last activity on

Stores the date and time of the activity identified as Last activity, using the relevant timestamp for that activity type.

Upcoming activity

Stores the nearest future activity associated with the contact record, based on the date and time closest to the current time.

The upcoming activity is:

• Event when an event’s Start date (date and time) is the closest future date and time.
• Task when a task’s Due date (date and time) is the closest future date and time and the task is not closed.

Upcoming activity on

Stores the date and time of the activity identified as Upcoming activity, using the relevant timestamp for that activity.

Last email sent on

Stores the date and time of the most recent email sent for the contact record.

Last email received on

Stores the date and time of the most recent email received for the contact record.

Email count

Stores the total number of emails, sent or received, for the contact record.

Last outgoing call on

Stores the date and time of the most recent outgoing call.

Last incoming call on

Stores the date and time of the most recent incoming call.

Call count

Stores the total number of calls (incoming and outgoing) logged for the contact record.

Last outbound conversation on

Stores the date and time of the most recent outgoing conversation type (email sent or outgoing call).

Last inbound conversation on

Stores the date and time of the most recent incoming conversation type (email received or incoming call).

Last conversation type

Stores the most recent conversation type that occurred for the contact record (email sent, email received, incoming call, outgoing call).

Last conversation on

Stores the date and time of the Last conversation type.

Conversation count

Stores the total number of conversations (emails and calls) linked to the contact record.

Last assigned on

This field displays the date and time when the contact was last assigned to an owner.

Modified by

Stores the user who last updated the contact record.

Modified on

Stores the date and time when the contact record was last updated.

Created on

Stores the date and time when the contact record was created.

Created by

Stores the user who created the contact record.

Customizing system contact fields

System fields in contacts can be customized to improve usability and ensure they align with your sales process. While you cannot delete or change their field type, you can modify aspects such as visibility, mandatory status, dynamic behavior, and field order.

Field visibility

When creating a contact, the form displays only the fields included in the create form in the fields setup. After you save the contact, the details page displays all the fields, including those hidden during creation, so you can review or update them later. To include the fields in the create form,

• Go to Setup > Modules and Fields > Contacts.
• Under Form settings, click Edit.
• Check Show in create form checkbox.
• Save your changes.

Alternatively, you can check the Show in create form option in the field details page which you can access by clicking the field name in the field listing page.

The Create form settings apply only to the detailed create form. They do not affect the quick create form, which appears as a pop-up and is configured by default for faster record creation and cannot be customized.

Required fields

By default, Last name field is required. To make other fields mandatory,

• Go to Setup > Modules and Fields > Contacts.
• Under Form settings, click Edit.
• Check Show in create form and Make this field required.
• Save your changes.

Alternatively, you can check the Make this field required option in the field detail page which you can access by clicking the field name in the field listing page. Note that Show in create form must be checked before that.

Field order

In the create form and in the details page of the contact, fields appear in the order you set using the Reorder fields option on the fields listing page’s toolbar.

Other field customization options

When you click a field name in the fields listing page, you will be redirected to the details page, and you can configure the following:

Field name

The label shown to users wherever this field is used. It can be edited to make it clear and descriptive.

API name

This name is used to reference the field in the API and other integrations. It cannot be changed.

Field type

The data type (e.g., Single-line text, Multi-line text) of the field. This determines how the field behaves and what data it can store. It cannot be changed.

Description

To provide a brief explanation or context for this field. This helps users understand the purpose or importance of the field. This description can either be shown below the label or as a tooltip based on whether Display description as tooltip option is checked or not.

Unique value

A unique field ensures that each value entered is distinct across all contact records, preventing duplicates and maintaining data accuracy.

The Unique value option is enabled by default for Email addresses field, ensuring that every email address entered is distinct across all records.

It is also available for the Phone numbers field.

To make it unique:

• Check the box next to the Unique value option.
• This setting ensures data integrity by preventing duplicate phone numbers from being saved in the system and displays an error if you attempt to create a new contact with an existing phone number.

Instructions

To provide specific directions or format requirements to guide users in entering information correctly and avoiding errors. This will be displayed below the input field. Example: “Enter the date in DD/MM/YYYY format.”

Placeholder text

To provide a short hint about what to enter. This text appears inside the field until the user starts typing. Example: “Enter contact name.”

Options

Provides the list of options users can select from when entering data in the field. These options are applicable only for fields with selective field types, such as Single-select dropdown, Radio button, and Checkbox list fields.

Field display and editing configurations

• Show in create form - Check this option to display the field when creating a contact record.
• Make this field required - Check this option to make the field mandatory when creating a contact record.
• Conditional logic - Allows you to set rules that determine the behavior of this field based on values from other fields. Configure conditions to dynamically display this field as optional or mandatory in the create form or during inline editing on the details page, adapting to the editing requirements.
• Controlling field (Field dependency) - Allows you to add a master field that controls the behavior of this field, turning it into a dependent field. This dependency allows for configuring the dependent field’s state (visible, required when visible) or the automatic population of values based on the controlling field’s inputs.
• Make this field non-editable on the details page - Prevents users from editing the field after creation.

If a field is included in the create form, you cannot add a controlling field or apply conditional logic to it. Similarly, if a field is already dependent on a controlling field or displayed based on conditional logic, it cannot be directly included in the create form.