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Understanding Card Fields

Understand and manage card fields in Aptly Boards.

Card fields are different types of data that you can add to a card. Aptly comes with several field types that can be titled to your data needs.

In this article, you will learn:

  1. How to add a new card field
  1. How to add a field grouping
  1. How to edit an existing card field
  1. Available Card Field Types and Descriptions
  1. How to Add a Mirror Field

How to Add a New Card Field

When you find that there is missing information on a card that you’d like to add, you can easily do so by adding a new card field.

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Fields added to Aptly Locations (Portfolios, Buildings, Units, Leases, etc) will not sync back to your Property Management Software. If you would like specific data to sync, you’ll need to first create it in your PMS and allow it to sync overnight. Alternatively, if you delete a field in your Property Management Software, you will need to manually delete it in Aptly otherwise sync errors can occur.

To add a new card field, head to Card Settings in the Board Settings Menu on the left.

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  1. Click on + Add Field.
  1. Select the Field Type. Field Type Descriptions are at the bottom of this article.
  1. Add a Field Name and Default Value (optional - this will populate the field for every card).
  1. Check the boxes for the options you’d like for this field.
    1. Option
      Description
      Pin to Card
      This field will appear on the card view at the board level.
      Required Field
      This field will be required when creating a new card.
      Read Only
      The data in the field will not be editable - insert a default value. This is static information. For a mirror field, it will update with data from the connected field from the Source of Truth.
      Start Card
      The field will appear as a field to add information to when creating a new card.
  1. Choose to add the field to a field group. See Field Groupings below for more information.
  1. Description - add a description of the field. This helps teammates understand the purpose of the field. Anything added to this section will appear as a popup whenever you hover the mouse over the icon.
  1. Click Save.

The field will now appear on your card. You can click and drag the field up and down the list to reorder the fields.

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How to Add a Field Grouping

A field grouping is a way to organize fields into one group. For example, you can create a Field Grouping for all lease details like the Monthly Rent, Beginning and End Date, Ledger Balance, etc. Think of a Field Grouping as a folder that holds all related fields.

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You can also use Field Groupings as a condition for an automation. For example, whenever a field grouping is completed (all information in the Field Grouping has been input), the automation will trigger an action.

To add a Field Grouping, click on Card Settings in the Board Settings Menu on the left.

  1. In the top right corner, click + Group.
  1. Add a Name and Description.
  1. Choose to Pin the Group to the card when in Board View.
  1. Choose the stage that you want the grouping to be visible on. The data will remain on the card under Hidden Fields. If none are selected, it will show on all stages.
  1. Choose if you want to convert a group and all fields in the group to a task. Toggle ON or leave off if you wish to leave them as fields.
  1. Add new fields or add existing fields to the Field Grouping. To add an existing field, simply toggle the field ON.
    1. 💡
      Only fields that are not already in a grouping can be added to a new Field Group.
  1. Click Save.

The Field Grouping will appear at the bottom of the list. A yellow icon with 2 opposing arrows will be next to the Field Grouping Name. When you click on it, it will expand the Field Grouping to show all fields within the group.

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How to Edit an Existing Field

To edit an existing Card Field, open up Card Settings.

  1. Click on the More icon (3 vertical dots) and select Edit.
  1. Make any updates to the Card Field.
  1. Click Save!
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Available Card Field Types

Field Type
Description
Address
Insert an address found in Google Maps. Address fields are geocoded unless the option is toggled off in your integration card settings.
Buildings
This field allows you to search for a particular building and add it to the Card view. It is similar to Link to Locations. When you create this field, no options are available. However, when you edit the field, you can choose a default value as well as select whether to auto-relate contacts. 💡 When auto-relating contacts for a building, there can be unforeseen consequences. This option will auto-relate ALL contacts if you do not have the appropriate option selected.
Calculated Field
Create an equation to show the total in the field. Used in situations like Balance owed. Calculations can only occur between like values. You can use an existing calculated field within a calculated field.
Card ID
Each card in Aptly is assigned a distinct card ID. Selecting this as a Card Field will show the Card ID on the card view.
Checkbox
Creates a checkbox field that can be used to trigger automations, show completed actions, and serve as an easy way to update a card.
Cover Photo
For marketing purposes, an image uploaded to this field for a building or unit will place the image as the cover photo of a listing. This is especially helpful for listing widgets and screening.
Currency
This is a field specific to money. The default value is USD $. You can also use this field in a calculated field.
Date
A calendar will pop up allowing you to select a specific date. Ex: Showing Appt, Move-in Date, Lease Start Date, etc.
Date and Time
A calendar with a time option will allow you to select a specific date and time.
Dropdown
You’re able to add your own options that will drop down and can be picked. Choose a color for each option. Only one option can be selected on the card.
Email
Add an email address - commonly used as a unit contact email or additional contact emails or when using it in a merge field. Can also be set for application listings to populate on the listing site.
Embed Video
You can embed a video onto a card using the video URL.
Link to an Ad Source
Provides a selection picker to search for an existing Ad Source card from the Ad Source board.
Link to Another Card
Provides a selection picker to search for an existing card in Aptly. You have the option to filter out cards to a specific board.
Link to Contacts
Provides a selection picker to search for an existing contact in Aptly. You have the option to link to multiple contacts as well as filter the contact type that you are looking for.
Link to Events
Provides a selection picker to search for an existing event in Aptly. You can add a new event from the field on the card, too. Once an event is added, you can update the outcome of the event.
Link to Locations
Provides a selection picker to search for an existing location in Aptly. When creating the field, you have the option to filter the location to search for a specific locational type (Buildings, Leases, Portfolios, Units). You also have the option to auto-relate specific contacts to the card. See note below on auto-relating contacts.
Long Text
Provides a field where you can add multiple lines of text similar to the description field.
Mirror Card Field
Allows you to select a Card Field from another board to populate on the current card. If this field is updated on one card it will update to all cards that have the mirror field. Select Read Only to avoid unwanted changes.
​Mirror Contact Field
Whatever contact is related to the card, it will pull the selected contact field to the Details Tab of the card. This allows you to view contact details without having to click on the contact for more information.
Multiple Attachments
A field where you can add more than one file attachment.
Multiple Select
You can create a field with multiple options to select. For example, you can have options for pet types so that when a lead notes that they have pets, you can input the pets that they have.
Multiplier
Store a value that shows a multiplier value. Ex: Income to Rent Ratio = 2.5x or the rent increase for the property.
Number
This notes if the field will be a number. For example, Number of Pets could be the field name and a simple number can be added in the field.
Percent
Add a percent field to show a percent value. It can be used in a calculated field.
Phone Number
Any number added to the field can be called using the Aptly Phone Dialer.
Related Board
Ability to connect a related board from the Board Picker.
Rich Text
The field will have the rich field editor bar at the top of the text box.
Short Text
One line of text that can be entered and/or edited.
Single Attachment
Add in 1 file.
Tags
This field allows you to add tags to the card. You can create a tag by typing a word into the Tag field and hitting enter. Previously used tags will appear if they match the word that you type in.
Task List
You have the option to select a task template or add a field where you can add manual tasks. You can also choose how tasks are assigned when they are added to the field.
Team Member
When this field is added, you can choose another user in your organization from the user picker.
​Unit
When added as a field, you can pick any unit by searching for it in the picker and add it to the card.
URL
When a URL is added to this field, you can select the icon at the end of the URL to open the link in a new tab.

Mirror Fields

Mirror fields are powerful features that allow information from the source of truth to be displayed on any card in Aptly. Mirror fields can also wreak havoc if they are not set up correctly.

Mirror fields work similarly to a mirror - whatever you put in front of the mirror is reflected back and forth. If you move your head to the left, your reflection will move with you. When you update a mirror field on a card, the update will reflect back to the source of truth. For example, on a Move-In Board, the Mirror Move-In Date can be updated which will update the lease. Similarly, on a Tenant Lease Renewal Board, a Mirror Field from the Owner Lease Renewal Board can be updated without having to switch between boards.

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Learn more about mirror fields in this article: How Do I Use Mirror Fields?

Mirror Field Tips

  • You can set a mirror field to Read Only. Read Only will reflect data on any card while maintaining the source of truth. Read-only mirror fields cannot be updated on connected boards.
  • Rename the mirror field to include the word “Mirror” to allow for quick and easy identification.
  • Any mirror field on a card will be identified by an icon to the right of the Field Name. Hover over the icon to see the Source of Truth for the Mirror Field. You’ll see the board, field name, and field type.
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Auto-Relating Contacts

Auto-relating contacts is a great feature, but the correct option needs to be used.

Options
Description
Set Related Contacts Field
Any related contacts will be added to the card and found under the Related Contacts field and under the related tab. For example, if you set Auto-Relate on the Building, it will bring in ALL owners, ALL tenants (past and present), etc.
Set Fields by Contact Type
Contacts will only be added if the corresponding field exists on the card. The Link to Contacts field must be spelled exactly as the Contact Type. The contact type filter must also be set on the field. See image below.
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