Update Custom Deal Field

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How to automate fields with the "Update Custom Deal Field" action

ActiveCampaign provides a powerful tool within its CRM that allows users to automate the updating of fields in deals through the Update Custom Deal Field action. This feature streamlines the process of managing deal information, allowing users to synchronize data between a contact's profile and their associated deals. This functionality is crucial for maintaining accurate and up-to-date information in the sales pipeline, ensuring that all relevant team members have access to the latest data.

Why It Matters

By using the Update Custom Deal Field action, businesses can automate repetitive tasks that would otherwise require manual entry. For instance, if a contact's geographic information is collected through a custom field, this information can be automatically transferred to the relevant deal field, ensuring consistency and minimizing errors. This automation not only enhances efficiency but also allows businesses to customize their workflow, supporting better data-driven decisions.

How to access this feature

To utilize the Update Custom Deal Field action, you must first ensure that you have created custom deal fields as outlined in the ActiveCampaign documentation. The ability to access and configure this feature is available to users on the Plus, Professional, or Enterprise plans with the Pipelines & Sales Engagement add-ons.

Step-by-step instructions

To add the Update Custom Deal Field action to your automation, follow these steps:

1. Click on Automations in the main navigation.
2. Find the automation you want to edit and click the Edit button.
3. Click the node (+) where you would like to add the Update a custom deal field action in your automation flow.
4. In the Add an action modal, select CRM and then choose Update a custom deal field.

After selecting this action, a modal window will appear for you to configure the details.

Configuration options and settings

When configuring the Update Custom Deal Field action, focus on the following components:

• Deal Field to Update: Choose which custom deal field you want to update. This can be done by selecting it from a dropdown menu.

• Add a field: You can update up to five additional fields during this step. Click the Add a field option and repeat the selection process for each field.

• Affects: Determine which deal(s) will be updated by selecting from options such as:

 * Triggered Deal
 * Most recent deal for this contact
 * Most recently updated deal for this contact
 * All deals for this contact
 * All open deals for this contact
 * All won deals for this contact
 * All lost deals for this contact

• Pipeline: Decide which pipeline the deal must belong to for the custom field to be updated. You may select Any Pipeline or specify a particular pipeline.

Once all components are configured, click the Save button to apply your changes.

Supported Field Types and Actions

The action supports various custom deal field types, with specific allowable actions for each type. Here’s a summary:

• **Forecasted Close Date**: Enter a new value, Copy data from an existing Contact field, Use Contact’s current date, Clear existing value
• **Text Input**: Enter a new value, Copy data from an existing Contact field, Clear existing value
• **Text Area**: Enter a new value, Copy data from an existing Contact field, Clear existing value
• **Money**: Enter a new value, Clear existing value
• **Date**: Enter a new value, Copy data from an existing Contact field, Use Contact’s current date, Clear existing value
• **Date Time**: Enter a new value, Copy data from an existing Contact field, Use Contact’s current date, Clear existing value
• **Drop-down menu**: Enter a new value, Copy data from an existing Contact field, Clear existing value
• **List Box**: Enter a new value, Clear existing value
• **Radio buttons**: Enter a new value, Copy data from an existing Contact field, Clear existing value
• **Check box(es)**: Enter a new value, Clear existing value
• **Hidden field**: Enter a new value, Copy data from an existing Contact field, Clear existing value
• **Number**: Enter a new value, Clear existing value

Best practices and tips

- **Always test your automation**: Before setting your automation to active, ensure it works as intended by testing it with test contacts and deals. - **Keep the automation inactive during setup**: As a best practice, set the automation to Inactive before making edits and re-activate it once you are satisfied with the configuration. - **Be mindful of limits**: Remember that you can only update a maximum of five fields per action. For updates beyond five fields, create another Update Custom Deal Field action. - **Match field types accurately**: When using the option to copy data from an existing Contact field, ensure that both fields are of the same type to avoid errors.

Troubleshooting

If you encounter issues while utilizing the Update Custom Deal Field action, consider the following:

• Ensure that the automation is active and that you have followed the steps to configure the action properly.
• Check the field types to ensure compatibility if using the “Copy data from an existing Contact field” option.
• Confirm that the settings for which deal(s) to update correctly reflect your intention and that the appropriate pipelines are selected.

If the problem persists, consult the ActiveCampaign support documentation or contact customer support for assistance.

Related features

For further information on how to enhance your CRM experience, consider exploring the following features:

• Automation: Learn more about setting up automations tailored to your needs.
• Custom Deal Fields: Understand how to create and manage custom fields for your deals.

FAQ

1. What plans support the "Update Custom Deal Field" action?

The Update Custom Deal Field action is available in Plus, Professional, and Enterprise plans that have the Pipelines & Sales Engagement add-ons.

2. How many fields can I update in one action?

You can update up to five fields in one action. If you need to update more than five fields, create additional actions.

3. Can I copy data from any contact field to a deal field?

No, you can only copy data from a contact field if both the contact field and the deal field are of the same type.

4. What happens if I have already completed this automation for a contact?

If a contact has already completed the automation, or if their position is below the action, they will not go through this action again.

5. How can I ensure correct data is transferred to deal fields?

Ensure that you match the types of custom fields correctly during configuration, and perform tests before activating the automation.

6. What should I do if I run into a limitation during setup?

Review the configuration and settings for compatibility issues, check for any errors, and consult the support documentation for solutions.

7. How can I find more resources on custom deal fields?

For detailed information, visit the Custom Deal Fields article on ActiveCampaign's documentation site.

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