> ## Documentation Index
> Fetch the complete documentation index at: https://docs.craftflow.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Custom Fields

> Extract structured data from every recording automatically with AI, or track it manually.

Custom fields let you pull specific data points out of every recording — automatically. Define what you want to track, write a prompt, and the AI extracts it from the transcript every time.

You can also create manual fields for data your team fills in themselves.

## How It Works

1. You define a custom field (e.g., "System Type", "Materials Needed", "Financing Discussed")
2. For AI fields, you write a plain-English prompt describing what to extract
3. Every new recording is automatically analyzed and the value is filled in
4. Values show up on recording detail pages, list views, and opportunity details

## AI Fields vs Manual Fields

**AI fields** are extracted automatically from the transcript. You write a prompt like:

> "What type of HVAC system does the customer currently have? Return the system type or null if not mentioned."

The AI reads the transcript, extracts the answer, and shows its confidence level (low, medium, or high). You can see the AI's reasoning for every extraction.

**Manual fields** are filled in by your team. Use these for things the AI can't determine — like a rep's personal assessment of the customer's readiness to buy, or whether a follow-up was scheduled.

## Creating a Custom Field

Go to [AI Ridealong Settings > Custom Fields](https://app.craftflow.co/ai-ridealong/settings/custom-fields) and click **New Field**.

<Steps>
  <Step title="Choose the source">
    Pick **AI-generated** if the system should extract it from transcripts, or **Manual** if your team will fill it in.
  </Step>

  <Step title="Name and configure">
    Give it a clear name (e.g., "System Type"). Choose the value type:

    | Type     | Best for             | Example                     |
    | -------- | -------------------- | --------------------------- |
    | Text     | Open-ended answers   | "Lennox 2-ton split system" |
    | Number   | Quantities, prices   | 12500                       |
    | Yes / No | Binary questions     | true                        |
    | Dropdown | Fixed set of options | "Residential", "Commercial" |

    For dropdown fields, add at least 2 options.
  </Step>

  <Step title="Choose where it applies">
    **Recordings** — for in-home appointment data. **Calls** — for call center data.
  </Step>

  <Step title="Pick display locations">
    Choose where the field shows up: recording detail page, recordings list, opportunity detail, etc.
  </Step>

  <Step title="Write and test the AI prompt (AI fields only)">
    Write a clear, specific prompt. Then use the test playground — pick a real recording and see what the AI extracts before you save.
  </Step>
</Steps>

<Tip>
  Test your prompt against 3-4 different recordings before saving. This helps you catch edge cases and refine the wording.
</Tip>

## Writing Good AI Prompts

The prompt is the most important part. A clear prompt gets accurate results.

**Good prompts are:**

* Specific about what to look for
* Clear about the expected format
* Explicit about what to return when the info isn't in the transcript

**Examples:**

| Field               | Prompt                                                                                                                               |
| ------------------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| System Type         | "What type of HVAC system does the customer currently have? Return the type and brand if mentioned, or null if not discussed."       |
| Materials Needed    | "List all materials or products the rep recommended. Return as a comma-separated list, or null if none mentioned."                   |
| Financing Discussed | "Did the rep discuss financing options with the customer? Return true or false."                                                     |
| Lead Source         | "How did the customer hear about the company? Return the source (e.g., 'Google', 'referral', 'yard sign') or null if not mentioned." |

## Editing Values

AI-extracted values can always be manually overridden. On any recording detail page, click the field value to edit it.

* **AI values** show a sparkle icon and a confidence indicator
* **Manual values** show a pen icon

<Note>
  If AI extraction runs again on a recording (e.g., when a new field is added), it will overwrite all AI-computed values — including ones you've manually edited. If you need a value to stick, consider using a manual field instead.
</Note>

## CRM Sync

If you have a CRM integration connected (HubSpot, Salesforce, etc.), you can sync custom field values directly to your CRM.

On the [custom field editor page](https://app.craftflow.co/ai-ridealong/settings/custom-fields), open any field and scroll to the **Sync to CRM** panel.

<Steps>
  <Step title="Enable sync">
    Toggle on "Sync to \[your CRM]".
  </Step>

  <Step title="Choose the object and property">
    Pick which CRM object to sync to (e.g., Opportunity, Deal, Account) and which property to write the value to.
  </Step>

  <Step title="Save the mapping" />

  <Step title="Test it">
    Pick a recording that's linked to a CRM record, click **Send test**, and verify the value appears in your CRM.
  </Step>
</Steps>

Once saved, every new recording automatically pushes the extracted value to your CRM.

<Note>
  CRM sync only works for recordings that are linked to a CRM record (job/opportunity). If a recording isn't matched to a job, there's nowhere to push the value.
</Note>

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="How quickly are AI fields extracted?">
    Within a few minutes of the recording being transcribed. All AI fields are extracted in a single pass, so adding more fields doesn't slow things down.
  </Accordion>

  <Accordion title="Will AI values update if I change a field's prompt?">
    Changing a prompt only affects future recordings. Existing recordings keep their current values. If you need to re-extract, contact support.
  </Accordion>

  <Accordion title="What if the information isn't in the transcript?">
    The AI returns null and shows low confidence. Make sure your prompt tells the AI what to return when the info isn't mentioned (e.g., "return null if not discussed").
  </Accordion>

  <Accordion title="Is there a limit on how many custom fields I can create?">
    No hard limit. However, more AI fields means a slightly longer extraction time per recording, so keep it focused on what your team actually uses.
  </Accordion>

  <Accordion title="Who can create and manage custom fields?">
    Admins can access the custom fields settings page.
  </Accordion>

  <Accordion title="Can I use custom fields for call center calls too?">
    Yes. When creating a field, set "Applies to" to **Calls** instead of Recordings. The field will show up on call detail and list pages instead.
  </Accordion>
</AccordionGroup>