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Data Management

Data management provides tools for organizing your business data through custom fields, sales pipelines, and scoring systems. Use them to capture business-specific information, track sales processes, and prioritize leads.

What it is​

Data management has three core parts:

  • Custom fields – Store unique business information on accounts, users, orders, and products
  • Sales pipelines – Track opportunity progression and revenue forecasts
  • Scoring – Prioritize leads and opportunities with automated rules and weightings

Together they structure your data for better segmentation, automation, and decision-making.

What you can do​

  • Create custom fields – Define fields with five types (text, integer, date, dropdown, currency) that drive filtering and sorting in automations
  • Use advanced filters – In automations, filter by custom field values (e.g. Contains, Does not contain, Is one of, Before, After) depending on field type
  • Build sales pipelines – Use the default four-stage pipeline or create custom pipelines with your own stages and forecast percentages
  • Segment marketing – Send targeted campaigns using custom field data (e.g. "starter" vs "established" by size or type)
  • Automate assignments – Assign salespeople or teams to accounts based on criteria such as estimated revenue in custom fields
  • Store business-specific data – Capture things like "favorite football team," "number of hotel rooms," or "service level"
  • Manage lead and opportunity scoring – Configure scoring rules, weightings, and analytics; trigger actions when scores cross thresholds
  • Import and manage data – Populate custom fields via bulk imports, the Vendasta API, or manual entry

How it works​

The default pipeline has four stages: Lead, Contact, Qualified, and Proposal, with forecast percentages of 0%, 20%, 40%, and 60%. Revenue forecasts use the probability you set for each stage.

Custom fields must be defined before you can store data. You choose an object type (account, user, order, or product) and a field type. The field type controls what values you can store and how the field can be filtered and sorted in automation rules.

Articles in this section​

  • CRM Objects – Custom fields and data structures; object types, field types, and automation filters
  • Pipelines – Sales pipeline management, stages, and templates
  • Score – Lead and opportunity scoring, criteria, and CRM display

Get started​

  1. Define custom fields – Go to Partner Center → Administration → Custom Fields. Choose object type and field type (text, integer, date, dropdown, currency). Field type affects how data is stored and used in automations.

  2. Create or customize pipelines – Go to Partner Center → Administration → Pipelines. Edit the default pipeline or click Create pipeline. Set forecast percentages per stage; order stages by probability of success.

  3. Configure scoring – Go to Partner Center → Administration → Score. Set up lead and opportunity scoring criteria; scores appear on the company table in CRM.

Error handling and troubleshooting​

  • Field type – Choose carefully; it affects how data is stored and which automation filters are available. Changing it later can impact existing data.
  • Object assignment – Confirm each field is on the right object type (account, user, order, or product).
  • Data import – When importing account lists, map columns to the correct custom field definitions.
  • Pipelines – Check that stages are ordered by probability of success and that percentages match your conversion expectations.
warning

Field type significantly affects how data can be stored and filtered in automation rules. Choose carefully; changes after creation may impact existing data.