Fieldbook CRM · Connected records

Keep Contacts, Deals and Tasks Connected in Fieldbook CRM

Create linked company, contact, deal and task records in Fieldbook CRM, then check their connections before follow-ups or cleanup.

A follow-up task is easier to act on when you can see both the person and the opportunity behind it. In Fieldbook CRM, companies, contacts, deals and tasks are separate records. You connect them with the dropdowns when you create a record. A little care at that point prevents a familiar problem later: a useful task with no clear relationship to the work it belongs to.

This guide follows one fictional opportunity through the current browser-based tool. It explains what to select, what to check after saving and what happens to those connections if you remove a record.

Start with a clean workspace and a consistent name

A fresh Fieldbook workspace includes example companies, contacts, deals and tasks. Explore those records first if you want to learn the views. When you are ready to start your own list, use Clear examples before adding real records. That button resets the workspace; it does not selectively remove only the original examples. If you have already added your own records while the example notice is visible, do not press it to tidy the list.

Choose one spelling for each company and person. The current forms let you add the same name more than once, so check the existing list before creating another entry. Two contacts named Alex Chen are two separate records, even if their names and email addresses match.

For this example, the company is Northstar Studio, the contact is Alex Chen, and the opportunity is Northstar website refresh. These are invented names for illustrating the workflow. Enter only customer information you have a legitimate reason and permission to keep.

Create the records in an order that makes linking easy

1. Add the company. Open Companies, enter Northstar Studio in Name and add its domain if useful. Save with Add company. The company is now available in the relevant dropdowns.
2. Add the contact. Open Contacts and enter Alex Chen. Add the contact details you need, then select Northstar Studio in Company before choosing Add contact. Check that the new contact row displays the company name.
3. Add the deal. Open Deals and enter Northstar website refresh as the title. Select Alex Chen in Contact and Northstar Studio in Company. Check both selections before choosing Add deal.
4. Add the next action. Open Tasks, write a specific action such as “Send website scope questions to Alex,” choose a due date if needed, and select both Alex Chen in Contact and Northstar website refresh in Deal. Choose Add task, then inspect the saved row.

This order matters because the dropdowns list records that already exist. Creating the company first lets you select it on the contact; creating the deal before the task lets you attach the next action to that opportunity.

The deal’s Contact and Company selections are independent. Selecting Alex does not automatically choose Alex’s company for you. The task’s Contact and Deal selections are independent too. Before saving, check that they describe the same conversation rather than assuming the tool will reconcile them.

Use the saved views to verify the connections

After each addition, read the result where you will use it. The contact table shows the selected company. A deal card shows its linked contact and company when those records are still present. A task shows its linked contact and deal title beside the task text.

For the fictional example, you should be able to answer three questions without guessing:

• Does Alex’s contact row show Northstar Studio?
• Does the website-refresh deal card show both Alex and Northstar Studio?
• Does the scope-questions task show Alex and the website-refresh deal?

If a label is missing, review what you selected when you created the record. A missing label can mean that no relationship was selected or that a previously linked record has since been removed. It does not prove that the underlying task or deal was deleted.

Make titles specific enough to remain understandable on their own. “Follow up” is vague when you have several opportunities with the same person. “Ask Alex to confirm the website scope” retains useful context even before you read the linked labels.

Review tasks and deal stages separately

New deals start in Lead. The board’s arrows move a deal through the fixed sequence Lead, Qualified, Proposal, Won and Lost, one position at a time. Read the destination column after moving a card. The sequence is a control layout, so moving farther to the right is not always a sign of progress.

Moving a deal does not complete its tasks. Checking off a task does not move its deal. After sending the scope questions, mark that task complete and add the next agreed action separately. Change the deal stage only when the opportunity itself has reached that stage.

The Tasks list places open tasks before completed ones, sorts by due date within those groups and leaves undated tasks after dated ones. The Tasks navigation count shows open tasks rather than every saved task. A completed task can therefore remain visible in the list while the count drops.

Use the due date as a planning cue and confirm the displayed date after adding it. Fieldbook does not send a follow-up message or a reminder for you. Keep a separate reminder in your calendar or task system when missing the action would matter.

Check linked records before deleting anything

Deletion removes the selected record from its own list. It does not automatically remove or reconnect the records that used it. For example, deleting Northstar Studio leaves Alex and the website-refresh deal in place, but the company label will no longer appear. Deleting Alex leaves the deal and task behind without that contact label. Deleting the deal leaves the task behind without the deal title.

Recreating a company or contact with the same name creates a new record. Existing links do not automatically attach to that replacement. This is why deleting a duplicate should be a deliberate check rather than a quick cleanup based on names alone.

The current interface has no general edit, merge or relationship-reassignment control, and no undo button for these deletions. Before removing a record, review the relevant deal cards and tasks and keep the context you need in a separate, appropriately protected record. For routine task completion, use the checkbox rather than deleting the task just to make the open count smaller.

Keep a small daily review you can repeat

At the start or end of the day, open Tasks and review the unfinished actions. Check each important task’s contact and deal labels, confirm the next action still makes sense, and mark only genuinely completed work as done. Then review Deals for any stage changes that the latest conversation supports.

Fieldbook stores its records in the current browser. It does not provide shared team synchronization or built-in import and export controls in this version. Clearing site data, changing browsers or using storage that does not persist can leave you without the same workspace. Keep essential commitments and customer records in a separate system you can reliably recover, and avoid treating a second tab or a screenshot as a complete backup.

The useful habit is simple: create the company, contact, deal and task in order, check the saved links, then review the action and the opportunity separately. You finish with a small workspace that explains who the work is for and what needs to happen next.