Field Mappings copy the answer to a question on a custom form into a field in Crelate when the form is saved. You can use them on both Application Forms and Activity Forms. Application Forms map only to fields on the Contact Record. Activity Forms can map to fields on Contact, Company, and Opportunity Records. Each mapping belongs to one question on one form. This article explains how to set up a mapping and which fields you can map to. To build the forms themselves, see Managing Application Forms and Creating Activity Forms.
When should I use a Field Mapping?
Use a Field Mapping when an answer on a form also belongs on the record itself. For example, if your recruiters always ask “What is your desired salary?” during a phone screen, map that question to the desired salary field on the Contact Record. The answer is then saved on the form and on the Contact Record, where it is easier to search, review, and report on.
How do I set up a Field Mapping?
Go to Settings > Customization > Custom Forms, and open the form, or create a new one.
Select the question you want to map, and then select Field Mappings in Question Details.
Select Add New Field Mapping.
Choose where the answer goes:
On an Application Form, the answer always goes to the Contact Record. Select Select a record field..., and then choose the Contact field.
On an Activity Form, choose the Record Type: Contacts, Companies, or Opportunities. Then select Select a record field..., and choose the field.
To copy the answer to more than one field, select Add new field mapping again.
Select Save.
Each answer can be copied to one field on each record type.
💡 Pro Tip: Field Mappings on Application Forms also apply to applications from Indeed. When Match Application Form to Indeed Screener is turned on, an Indeed applicant’s answers fill in the mapped fields on their Contact Record. See Can Application Forms be used for Indeed Postings?
Which fields can I map to?
The field type must match the question type. For example, a Date question can only be mapped to a date field, and a Currency question cannot be mapped to a date field.
Not every default field can be mapped to. You can map to fields such as name, salary, salary details, and description, among others.
If the field you need is not available, create a custom field of the right type, and then map to it. See Creating a Custom Field.
To review the fields on a record type, go to Settings > Core Records, select Contacts, Companies, or Jobs & Opportunities, and then select Customize Fields.
💡 Pro Tip: Decide on your custom fields before you build your forms. Creating the field first lets you set up each mapping as you add the question.
Common questions
Will a new answer overwrite a value already on the record?
No. A Field Mapping does not overwrite existing data. If a Contact applies again and the mapped field already has a value, the field keeps the original answer. The new answers are saved in the Application Form document on the Contact Record, so you can review them and update the field yourself.
Why do I not see a field I want to map to?
Select a record field... lists only the fields available for that record type. If the field you need is not listed, create a custom field of the right type. See Creating a Custom Field.
How do picklist questions map?
A Custom Picklist question shows applicants only the options you configured for it. The option they select is copied to the mapped field on the record.
Can I search applicants’ answers?
Yes. You can search Application Form answers whether or not a question is mapped to a field.
Open a Contact search, and turn on Advanced.
Under Search through..., select Contacts and Documents.
Select Add Filter, and then select Application Form Responses.
In Question, select the question, and in Response Text, enter the answer you are looking for.
To search only each Contact’s latest answers, select Only search most recent responses.
See Advanced Search.
💡 Pro Tip: Map questions you will report on or filter by often, such as desired salary or location. For questions you need only occasionally, search the Application Form responses instead.
Key takeaway
Field Mappings copy answers from custom forms into fields in Crelate when a form is saved. Application Forms map to fields on the Contact Record, including for Indeed applications, and Activity Forms can map to Contact, Company, and Opportunity Records. Set them up under Settings > Customization > Custom Forms by selecting a question, then Field Mappings, then Add New Field Mapping. The field type must match the question type, and if a default field is not available, create a custom field to map to.
What's Next?
Before field mapping, you'll likely want to create a custom field for that data to map to! Check out our content below to learn how.