Custom Records

Custom Records let you model your own object types in graph8 — beyond the built-in contacts, companies, and deals. If your sales motion tracks things like territories, partners, opportunities, or vertical-specific entities, Custom Records give you a structured place to store them with relationships, attributes, and AI access.

When to Use Custom Records

Use custom records when:

• You need to track something that doesn’t fit contacts, companies, or deals
• You want to reference the object from campaigns, sequences, or skills
• You need to sync the object to/from your CRM as a custom object
• The object has structured fields and relationships to other records

Common examples:

Object Type	Use Case
Territories	Sales region with assigned reps and target accounts
Partners	Channel partners with their own contacts and deals
Products	SKUs with pricing tiers and configurations
Events	Conferences, trade shows with attendee contacts
Support Tickets	Customer issues tied to contacts
Properties	Real estate listings with locations and attributes
Policies	Insurance products with contract terms
Vehicles	Auto sales inventory with specs

Creating a Custom Record Type

1. Go to Studio → Custom Records → New Type
2. Name the record type (singular and plural, e.g., “Territory” / “Territories”)
3. Pick an icon for sidebar navigation
4. Define attributes (see below)
5. Define relationships to other records (see below)
6. Set permissions
7. Click Create

Once created, a new menu entry appears in the sidebar for that record type.

Attributes (Fields)

Each custom record type has its own fields. Add as many as needed.

Field Types

Type	Example Use
Text (short)	Name, code, label
Text (long)	Description, notes
Number	Target revenue, rank
Currency	Price, quota
Date	Start date, end date
Datetime	Event start time
Boolean	Active / inactive flag
Dropdown	Single-select from predefined options
Multi-select	Multiple options
URL	External link
Email	Contact email
Phone	Phone number with validation
Reference	Points to another record (contact, company, deal, or custom record)
Formula	Computed from other fields
AI Field	Generated by an AI skill when the record is created or updated

Field Configuration

For each field:

• Label — display name
• Key — internal identifier (auto-generated from label, immutable after creation)
• Required — must have a value to save the record
• Unique — values must be unique across all records of this type
• Default value — optional starting value
• Help text — shown in the UI when creating/editing records
• Validation rules — regex patterns, min/max, etc.

Caution

Field keys cannot be renamed once created — only labels. If you need a different key, create a new field and migrate data. This keeps formulas, workflows, and API integrations stable.

Relationships

Custom records can reference other records to model how your data connects.

Relationship Types

Type	Example
One-to-one	A Territory has one assigned Rep (User)
Many-to-one	Many Opportunities belong to one Company
One-to-many	One Territory has many target Companies
Many-to-many	Partners can sell many Products; Products are sold by many Partners

Defining a Relationship

1. In the record type editor, click Add Relationship
2. Pick the target record type (contact, company, deal, or custom)
3. Set the cardinality (1:1, many:1, etc.)
4. Name the relationship (e.g., “Assigned Rep”, “Parent Territory”)
5. Choose cascade behavior:
   • Cascade delete — deleting parent deletes children
   • Restrict delete — can’t delete parent if children exist
   • Nullify — deleting parent sets children’s reference to null

Views and Filters

Each record type gets its own list view with AG Grid — same grid engine as Contacts and Companies.

Default Columns

Configure default columns at Record Type → Views → Default. Users can add or hide columns per session.

Saved Views

Create named views with specific filters and column sets:

• “Active Territories” — filter by Status = Active
• “Q1 Opportunities” — filter by close date range
• “Enterprise Partners” — filter by tier

Share views with the team or keep them private.

Bulk Operations

Like contacts and companies, you can:

• Bulk edit fields
• Bulk delete
• Run skills against every record in a filtered view
• Export to CSV or JSON

AI Integration

Custom records are first-class citizens for AI actions.

Skills

Create skills that target a custom record type (see Skills →). Variables follow the pattern {{record.field_key}}.

Example skill for a “Territory” record:

Using the territory {{record.name}} with {{record.account_count}} target accounts and revenue goal of {{record.revenue_target | currency}}, draft a Q1 plan including:
1. Top 5 priority accounts
2. Key campaigns to run
3. Expected pipeline contribution

Agent Access

Voice agents, Copilot, and workflows can all read and write custom records. Grant agent access at Record Type → Permissions → AI Access.

Workflow Triggers

Workflows can trigger on custom record events:

• Created, updated, deleted
• Field changed (specific field transitions)
• Relationship added or removed

CRM Sync

If your CRM supports custom objects (Salesforce, HubSpot, Pipedrive custom objects), map them to graph8 custom records.

1. Go to Settings → Integrations → [CRM] → Custom Objects
2. Select your graph8 record type
3. Map to the CRM’s corresponding custom object
4. Map fields (source ↔ destination)
5. Choose sync direction (one-way, two-way)
6. Enable — syncs run on the normal schedule

Sync Behavior

Scenario	Behavior
Record created in graph8	Pushed to CRM on next sync
Record updated in graph8	Pushed to CRM on next sync
Record created in CRM	Pulled into graph8
Simultaneous edits	Conflict resolution per field — configure at the field level
Record deleted	Configurable (cascade or soft-delete)

Permissions

Role	Capabilities
Admin	Create/edit/delete record types, all records
Member	Create/edit/delete records within types they have access to
Viewer	Read-only access

Per-record-type permissions can further restrict access. For example, only the Sales team sees Opportunities; everyone sees Territories.

Limits

Limit	Default	Upgradable
Custom record types	10	Yes, up to 100 on Enterprise
Fields per type	50	Yes, up to 500
Records per type	100,000	Yes, up to 10M
Relationships per type	20	Yes

Check current limits at Settings → Billing → Plan.

Troubleshooting

Issue	Fix
Can’t delete a record type	Records still exist — delete all records first, or archive the type
Field validation failing on import	Check regex patterns and required fields; export sample CSV from the UI for the exact format
CRM sync not working for custom object	Verify the CRM user has permissions to the custom object; re-auth the integration
AI skill can’t find the record	Check that AI Access is enabled for the record type
Relationship shows “broken reference”	Target record was deleted with cascade=nullify; re-link manually

Related

• Global Context → — Custom records can feed Global Context
• Skills → — Target custom record types in skills
• Workflows → — Trigger on custom record events
• CRM Integrations → — Sync custom records to your CRM