Fields & Data · ReflexWare Docs

Fields & Data is where you decide what information your team records about each lead. It has two parts: the core lead fields that every lead has (name, email, phone, address, and so on), and custom data — your own extra fields, grouped into data sets, for anything specific to your business.

To open it, select Leads → Fields & Data in the sidebar. The page has two tabs: Custom Data and Lead Fields.

Lead Fields: which core fields are visible and required

The Lead Fields tab is a grid of the built-in lead fields. For each one you choose:

Column	What it controls
Visible	Whether the field appears on lead forms at all. Hidden fields are not shown when adding or editing a lead.
Required	Whether the field must be filled in before a lead can be saved.
Label override	An optional name to show instead of the default (for example "Company" instead of "Source"). Up to 60 characters.

The core fields you can configure are: First Name, Last Name, Email, Phone, Source, Street Address, Address Line 2, City, State / Province, Zip / Postal Code, Country, and Status.

By default First Name, Last Name, and Email are required and everything is visible.

A few rules always apply, and the grid won't let you save a combination that breaks them:

At least one of Email or Phone must stay required, so every lead has a way to be contacted. If you turn both off, Email becomes required again.
Status is always visible and cannot be made optional.
A hidden field can't be required — hiding a field switches Required off.

Make your changes and select Save field settings. The settings apply to the Add Lead dialog and the lead details form straight away: required fields are enforced when a lead is created, and existing leads can't have a required field cleared.

Viewing this tab requires the custom-fields: read permission; saving requires custom-fields: update.

Custom Data: your own fields

The Custom Data tab lets you capture information the core fields don't cover — "Budget", "Preferred contact time", "Referred by", and so on. It is organized into data sets (groups of related fields), each containing any number of fields.

The tab is a split view: the Data Sets list on the left, and the fields of the selected data set on the right. The number next to each data set is how many fields it contains.

Creating a data set

Select Add Data Set at the bottom of the Data Sets list.
Give it a Name (for example "Onboarding details"), an optional Description, and an optional Icon from the list (Folder, User, Building, Briefcase, Document, Settings, Tag, Star, Heart, Bookmark, Archive, or Database).
Select Create Data Set.

Hover over a data set and open its ⋯ menu to Edit or Delete it. Deleting a data set permanently removes all of its fields and all data collected with them — you'll be asked to confirm.

The number of data sets you can create is set by your plan. If you've reached the limit, you'll be prompted to upgrade.

Adding fields to a data set

Select a data set in the left-hand list.
Select Add Field.
Choose a Field Type (see the table below) and enter a Label — the name your team sees when filling it in.
Depending on the type, you can also set a Placeholder (hint text shown inside an empty input) and Help Text (a short instruction shown under the field).
For Dropdown, Radio, and Multi-Select fields, add the Options people can choose from. Type an option and press Enter (or select +) to add it; remove one with its ×.
Check the live Preview at the bottom of the panel, then select Create Field.

The Show required switch in the preview only changes how the preview looks — it doesn't make the field required.

Field types:

Type	What it captures
Text	A single line of text
Long Text	Multiple lines of text
Number	A number
Currency	A dollar amount
Email	An email address
Phone	A phone number
URL	A website address
Date	A date, picked from a calendar
Date & Time	A date and a time
Checkbox	A single yes/no tick box
Radio	One choice from a list of options
Dropdown	One choice from a drop-down list
Multi-Select	Several choices from a list of options

The fields table

The right-hand table lists each field's Field Name, Type, and Key. Select any column heading to sort, use the View menu to hide or show columns, and use the Search fields… box to filter by name, key, or type.

Select a row (or tick it and choose Edit) to change the field's type, label, placeholder, help text, or options.
Tick one or more rows and choose Delete to remove them. You'll be asked to confirm. Any data already collected with a deleted field is preserved, but the field is no longer shown.

Field keys and variables

Every field has a Key — a short machine-friendly name generated from its label (for example "Preferred contact time" becomes preferred_contact_time). Select the key in the table to copy it.

Keys are how you refer to a custom field elsewhere in your workspace. The variable picker in the email builder, automation actions (send email, send notification, call webhook, create pipeline ticket), and contract builder lists your custom data sets and lets you insert a field as a {{variable}}, so a message can include the value stored on the lead.

Filling in custom data on a lead

Once you've created fields, they appear on every lead. Open a lead, go to its custom data section, and expand a data set to see its fields. Values save automatically a moment after you stop typing — a spinner shows while saving and a tick when done.

If a lead shows "No Custom Data Categories", no data sets have been created yet.

Editing values on a lead requires the leads: update permission.

Permissions

Permission	What it allows
custom-fields: read	Open Fields & Data and view data sets and fields
custom-fields: create	Create data sets and fields
custom-fields: update	Edit data sets and fields, and save Lead Fields settings
custom-fields: delete	Delete data sets and fields

If you can't see the page, you'll get a message asking you to contact your organization owner. See Account & Team.

CRM — adding and managing leads.
Automations — use custom field variables in automated emails and notifications.
Email — insert custom field variables in email templates.