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System Fields

In the previous articles, we have observed how new records are created under various objects in various modules. These records are the basic elements of each module where the data is stored and updated. Hence, it is important to know vital details regarding the records like when they were created, when they were modified, who modified them, etc., to understand the way records flow in the system. It also gives you a comprehensive report regarding how users deal with the records.

System fields help you understand the complete details of what happens to records in your automation system. System fields are the fields whose values are assigned by the Office24by7 system automatically when a record is added or any event happens on the record. The user cannot modify these fields. For e.g., when a new lead is added to the CRM panel, the system automatically assigns the values in system fields including lead created date, created time, modified date, modified by, etc.

Let’s take a look at each of the system fields and their functions.
 

Created Date

‘Created Date’ refers to the date when the record first appeared in the system. A record can either be created manually by a user or flow into the system through organic or paid marketing campaigns. The created date will be displayed in YYYY-DD-MM format.

Last Modified Date

At times, it may require a user to edit the record information based on the process flow. The system automatically captures the date on which the record was edited and stores it as ‘Last Modified Date’. If further modifications happen, this field will reflect the date on which the latest modification happened.

Last Value

The ‘Last Value’ field refers to the previous value which was recorded in the field, before the current modification. For instance, if the ‘Lead Status’ of a lead is updated from Qualified to Demo Scheduled, the ‘Last Value’ field will show the previous value of the field before it was updated, i.e., Qualified.

Modified By

It is essential for the admin or the users to know who modified the values of a record. It helps them have a clear overview and control over their data. The ‘Modified By’ field shows the name of the user who modified the value of a record.

No. of Times Modified

The ‘No. of Times Modified’ field shows the count of instances where the values of a particular field were updated.