{"id":13462,"date":"2026-07-31T10:00:00","date_gmt":"2026-07-31T08:00:00","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=13462"},"modified":"2026-11-10T21:15:31","modified_gmt":"2026-11-10T20:15:31","slug":"directories-in-planfix-how-to-standardize-data-entry","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/directories-in-planfix-how-to-standardize-data-entry\/","title":{"rendered":"How to Standardize Data Entry with Directories"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">To standardize data entry, stop letting everyone type the same values by hand: one client category soon becomes \u201cWholesale\u201d, \u201cWhsl.\u201d and \u201cwholesale client\u201d, and CRM reports stop adding up. <a href=\"https:\/\/planfix.com\/features\/directories\/\" target=\"_blank\" rel=\"noopener\" title=\"\">Directories <\/a>in Planfix hold data your team uses often but rarely changes, so employees pick values from a predefined list. This two-minute video shows where directories help and how to set one up.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Directories in Planfix: How to Standardize Data Entry\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/OV23u9YE5JM?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you\u2019ll learn: directories, quick replies and permissions<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>What directories are and where their data is used: task fields, comments, data tags, contacts and more (0:00).<\/li>\n\n\n\n<li>When a directory is especially useful: data processed later, used in data tags and reports, collected for statistics or protected from typos (0:24).<\/li>\n\n\n\n<li>How <a href=\"https:\/\/planfix.com\/help\/Quick_replies\">quick replies<\/a> work: type an asterisk (*) and select a ready-made reply (0:45).<\/li>\n\n\n\n<li>How to configure a directory, from the field structure to access permissions, using a knowledge base as the example (1:02).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Why free-text entry breaks CRM reports: 5 data entry rules<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Free-text values split one client or product into several spellings, so filters and totals miss records. Most CRM data entry best practices come down to five rules:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Pick, don\u2019t type:<\/strong> a dropdown list, or picklist, replaces free text (Step 3).<\/li>\n\n\n\n<li><strong>Mandatory fields<\/strong> for key data (Step 1).<\/li>\n\n\n\n<li><strong>No duplicate values<\/strong> in a list (Step 1).<\/li>\n\n\n\n<li><strong>Clear list owners<\/strong> who alone can edit it (Step 4).<\/li>\n\n\n\n<li><strong>One import<\/strong> instead of retyping spreadsheets (Step 2).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to prevent data entry errors in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Create a directory with mandatory, duplicate-free fields<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Only an administrator or a technical administrator can create directories. Open <strong>Main menu<\/strong> \u2192 <strong>Directories<\/strong>, click <strong>Add new directory<\/strong>, name it and add fields, choosing a type for each. To keep the list clean, mark <a href=\"https:\/\/planfix.com\/help\/Directory_entry\">directory entry<\/a> fields as mandatory and block duplicate values: an entry can\u2019t be saved while a <strong>Mandatory field<\/strong> is empty, and <strong>No duplication<\/strong> rejects a value that already exists.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Add entries or import them in bulk<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Click <strong>Add entry<\/strong> to fill the directory by hand. For large amounts of data, use the <strong>Import<\/strong> button in the action panel: upload a prepared CSV, XLS or XLSX file, and columns are matched to entry fields when a first-row header matches the field name.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Replace free text with dropdown lists in task fields<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In <strong>Account management<\/strong> \u2192 <strong>Custom fields<\/strong> \u2192 <strong>Task fields<\/strong>, create a <strong>Directory entry<\/strong> field to store a link to one entry, or a <strong>Set of directory values<\/strong> field to store several. Employees then pick values instead of typing them. For statistics, add a <strong>Directory entry<\/strong> field to a data tag, choose the directory and pick which directory field to display in Planfix <a href=\"https:\/\/planfix.com\/features\/reports\/\" target=\"_blank\" rel=\"noopener\" title=\"\">reports<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Configure access permissions<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">By default, all directory entries are available to everyone in the company. To restrict <a href=\"https:\/\/planfix.com\/help\/Access_to_directories\" target=\"_blank\" rel=\"noopener\" title=\"\">access to directories<\/a> and their entries, account administrators, or employees added to the directory\u2019s <strong>Can manage directory access<\/strong> field, use the <strong>Permissions<\/strong> tab (the key button) to let employee groups, employees or contacts view entries, add them, or edit and delete them.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Example from the video: one directory as a single source of truth<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The video\u2019s example is a corporate knowledge base. Planfix\u2019s guide on how to build a company <a href=\"https:\/\/planfix.com\/blog\/use-cases\/organize-a-knowledge-base-in-planfix\/\" target=\"_blank\" rel=\"noopener\" title=\"\">knowledge base<\/a> on directories starts with two fields: <strong>Subject<\/strong> for a short description and <strong>Note<\/strong> for the article text.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To answer a colleague in a few clicks, insert a link to an entry into a comment; every employee notified about the comment then gets read access to that entry. Keep the information current inside the directory: as the video explains, changes apply automatically to every field and link where the directory is used.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Where directories help: who this is for<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Directories pay off wherever values repeat and must match:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Sales:<\/strong> products and services with prices, used to create invoices and price quotes.<\/li>\n\n\n\n<li><strong>Customer support:<\/strong> ready-made replies personalized with variables such as the customer\u2019s full name.<\/li>\n\n\n\n<li><strong>Managers and analysts:<\/strong> entries linked to data tags for clean business statistics; see <a href=\"https:\/\/planfix.com\/blog\/how-planfix-works\/how-everything-connects-in-planfix-from-custom-fields-to-reports\/\" target=\"_blank\" rel=\"noopener\" title=\"\">how directory data flows from custom fields into reports<\/a>. <\/li>\n\n\n\n<li><strong>HR:<\/strong> onboarding instructions and job descriptions linked from hiring task templates.<\/li>\n\n\n\n<li><strong>Administrators:<\/strong> internal documentation and access information, visible only to people you grant access to.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-should-i-use-a-directory-or-a-list-field-for-a-dropdown\"><h3 class=\"aioseo-faq-block-question\"><strong>Should I use a directory or a List field for a dropdown?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Use a <strong>List<\/strong> field for a few options that are rarely extended, such as priority levels. Use a <strong>Directory entry<\/strong> field when there are many values or new ones keep coming, such as products, or when each value needs its own fields, like a price. Both replace typing with a choice from a list.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-set-up-quick-replies-canned-responses-in-planfix\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I set up quick replies (canned responses) in Planfix?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Quick replies are an account-wide setting, off by default and available only in paid accounts. In <strong>Account management<\/strong> \u2192 <strong>System settings<\/strong>, turn on <strong>Quick replies<\/strong> and choose the <strong>Quick replies directory<\/strong> and the <strong>Field with response text<\/strong>. Then type * in a comment, followed by a few words from the question or answer.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-what-happens-to-tasks-if-i-delete-a-directory-entry\"><h3 class=\"aioseo-faq-block-question\"><strong>What happens to tasks if I delete a directory entry?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">The entry disappears from all custom fields, and its links to tasks, contacts and projects are lost; restoring it doesn\u2019t bring the links back. Archive unused entries instead: they are hidden from selection lists but still work in fields and reports.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Start with one field your team types by hand<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Pick one value your team keeps typing, such as a client category, and turn it into a directory with a mandatory, duplicate-free field. For process mistakes, see how <a href=\"https:\/\/planfix.com\/blog\/video\/automated-scripts-in-planfix-how-to-reduce-human-error\/\" target=\"_blank\" rel=\"noopener\" title=\"\">automated scripts in Planfix <\/a>help reduce human error. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\" target=\"_blank\" rel=\"noopener\" title=\"\">Sign up<\/a> to try it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This video was featured in <a href=\"https:\/\/planfix.com\/blog\/news\/whats-new-in-planfix-july-2026\/\" target=\"_blank\" rel=\"noopener\" title=\"\">What\u2019s New in Planfix: July 2026<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Standardize data entry in Planfix with directories: pick values from predefined lists, block duplicates, import records and set who can edit entries.<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[168,506,174],"class_list":["post-13462","post","type-post","status-publish","format-standard","hentry","category-video","tag-access","tag-custom-fields","tag-directories"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - 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