Set up custom field as a counter?

Is it possible to set up a custom field (or any other way) as a counter? For example, if I wanted to track the number of inquiries via forms submitted for a particular item? So one item might have 10, another 14, etc. and would keep adding to the count?

If not, is there any way to accomplish this?

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11 comments
  • What would that item be? I cannot see an obvious way of doing it but it may be possible with some code customization using Insightly's API. We have done similar tasks where we update a custom field based on other values.

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  • Hi Josh, 

    There is not a way to do this in Insightly. If you are wanting to track the number of inquiries for a particular item, I recommend creating a custom report. Here are some steps for you to consider:

    1. If you are using the web to lead or web to contact form, ensure all of your products are on the form. 

    2. Create a new report for leads or contacts (wherever you are storing the product data)

    3. Add the custom fields for all of your products into the report. 

    4. Group your records according to product (this will work best if your product custom field is a dropdown menu).  This will display a count for each product grouping. 

     

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  • Thank you for the ideas David and Erin!

    David, I was going to give an example that would be a similar mainstream application (since the actual application might be considered a bit "out there"), but then I didn't want you to think my business is running an online escort service or something like that! LOL. So here's what I'm really trying to do...

    I run an education/practice site for people learning to communicate telepathically with animals. I feature around 120 animals, each with their own page. When a student communicates with the animal, they send the conversation to the animal's person via a form (Jotform). So what I was hoping to do was figure out a way to automatically tally the number of conversations sent in for each animal. That way at any point I could see how many conversations a particular animal has received or which ones haven't received any. In case it makes a difference, I have set up my Insightly database with the humans as the Organizations and the animals as Contacts, then connect the two by linking the respective contacts. 

    Erin, based on the above, would your suggestion still work?

    Thank you both for taking the time to help. I really appreciate it.  

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  • Hi Josh, 

    You would need something connecting your Jotforms to Insightly such as zapier. Then you will need to have that activity (email, task, note) stored as either an email or a task. I would then recommend an activity report for contacts or organizations (depending on where you store the information). 

    You would then want to group the report based on contact or organization. 

     

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  • Thank you, Erin. Sounds like I have a little exploring to do. I wish the process were simpler! But maybe once I get into it, it will seem easier. I appreciate your help!

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  • Hello Erin (or anyone else who might know),

    I think I got myself halfway there using a different tactic, but am wondering if there's a way to get a little further. I was able to get all my JotForms to submit to my Insightly address so they show up in the system as emails. The subject line on all of the emails contains some version of "Conversation with" (and then includes the name of the animal). So I went in to manually link all the emails to the correct contacts. Now I can go to any contact and see how many "Conversations" that animal has received. 

    What I was hoping to do is see all the stats for all the animals at once, like in a report. But I don't see a report field or option that includes filtering or sorting by the email subject lines. Do you know if something like that is possible? 

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  • Hi Josh,

    You can sort by email subject by selecting "Activity Name" when creating a report.

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  • Hi Josh, 

    If you are using any sort of Activity Report (Contact Activity Report, Organization Activity Report, User Activity Report), you can filter by "Activity Name", which displays the subject of the email. When you filter by "Activity Name", you can choose from a variety of different operators to get as granular as you'd like. 

    In this example below, I wanted to find all emails that contained the word "Alert" in the email subject. 

    Hope this helps!


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  • Nora and Alyssa! Thank you, the visual especially helps. From that and your explanation I was able to find just the info I was needing. I appreciate your help!

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  • That's AWESOME to hear. Alyssa is pretty wonderful!

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  • Hi! 

    I'm working on the dashboard for this year opportunities and wanted to show last year's customer retention. For this on this year opporunities i have a field with a yes on last year customers to be the numerator, and wanted to put a "count if" last year=yes & stage= customer for this year pipeline to have the % of clients coming back.

    How can I do this? I'm stacked and it should be very easy to do...

    To the filters the card creator has you should add a Y and X filter so we can do things like this...

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