Internal custom fields

Internal means internal

Custom field values are stored separately from reporting data. Setting an Owner or writing a review note never changes a reported field, the account’s validation status, its last-updated time, or the Metro 2 file your company generates. The values never appear in bureau files. They are also kept out of the reporting change history (and its revert controls); they have their own Internal field history.

Values are plain text or typed data; there are no formulas, attachments, or embedded HTML. Treat notes as customer data: they are visible to everyone in your company who can see the account.

Set up fields (administrators)

Go to Account → Settings → Internal custom fields. Choose Add starter fields for Owner (teammate), Branch/property (single select), Servicing platform (single select), and Review notes, or choose Add field and pick a type:

• Short text — one line, up to 255 characters.
• Review notes — plain text, up to 4,000 characters.
• Number — with a fixed number of decimal places (0–4).
• Currency — whole cents in one currency, such as USD.
• Date, Checkbox (Yes/No — “not set” is different from No), Single select, and Teammate (a current member of your company).

Single-select fields start with no options. Add your real branches, properties, or platforms; nothing is filled in for you. A company can have up to 50 active fields.

Renaming, archiving, and restoring

You can rename a field or option at any time; saved views keep working because they refer to the field, not its name. A field’s type is permanent — to change it, create a replacement field. Options that may be in use can be archived but not deleted, so older values keep their meaning. Archiving a field hides it from editing and filtering while keeping its values and history; Restore brings it back. Views that filter on an archived field or option ask to be repaired rather than silently widening their results.

Fill in values

Anyone who can edit accounts can set values. Open an account from the Records tab (Edit); the Internal fields panel sits above the reporting form and saves on its own with Save internal fields. If a teammate changed the same account after you opened it, you are told so and your typed values stay on screen until you choose Reload latest values.

To set one field on many accounts, select them in the table (up to 500) and choose Set internal field. The update is all-or-nothing: if any selected account changed since it was loaded, nothing is written and you are asked to confirm again. Retrying after a dropped connection cannot apply the change twice. Leave the value empty to clear the field on the selected accounts.

Owner and other teammate fields only accept current members of your company. If someone leaves, their existing assignments show as “Former member (unavailable)” until reassigned. A view filtered to “Me” always means the person viewing it.

Imports and exports

Regular imports that update existing accounts keep their internal values. Deleting an account removes its internal values (the internal history is kept); re-creating an account with the same account number does not bring old values back.

CSV exports include internal fields only when you choose Include internal custom fields. Those columns are labeled “Internal:”, currency is written in units (for example 1250.50), option and teammate values are written as their names, and cells that begin with spreadsheet formula characters are made safe to open.

Branch labels are not permissions

A Branch/property field organizes work; it does not restrict who can see an account. Everyone in the company with Records access can still see every account. Branch-level access control is not part of this feature.