Job crm-property-dictionary-and-unused-field-report · revised 12 October 2026
Document every custom CRM field and see which ones nobody uses
You get a data dictionary of every custom property, with fill rates and where each is used, plus a list of fields that look safe to retire. No changes made.
You might be seeing
- Two fields with almost the same name and nobody knows which to use
- A property limit is close and nobody dares delete a field
No passwords, keys, card details or admin invites needed to start.
What usually happened
Custom properties pile up with no description, owner or record of where they are used. Deleting a field that a workflow or report still reads breaks it silently. So the clutter stays, and every new person guesses.
Who it’s for: New operations hire or admin who inherited hundreds of custom CRM properties.
Usually starts when: A migration, a property limit or confusing reports make someone ask what all these fields are.
The result: You receive a data dictionary that lists every custom property once, with type, object, creator, fill rate, last use and where it is used (each marked "not shown" where your export cannot show it), and a candidate-to-retire list with the usage evidence for each. Nothing is changed.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- The data dictionary as a spreadsheet
- The candidate-to-retire list with evidence
- The owner's mark sheet for the descriptions
- A short note on what the export could not show
Included
- One CRM and up to 400 custom properties
- Property metadata and counts only; no contact data is needed
- Fill rate and last-use date per property, where your export or counts show them, otherwise marked "not shown"
- Where each is used in workflows, forms and reports, where the export shows it
- A plain-English description per property for the owner to mark right or wrong
Not included
- Deleting, hiding or renaming any property
- Contact or company data
- Fixing the workflows that use the fields
- Deciding which field is the right one to keep
- Usage that the export cannot show
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Every custom property appears once, and the property total equals the CRM's own export count.
Evidence: The dictionary and the export count.
Fill rates for 20 sampled properties equal values recomputed from a CRM view.
Evidence: The 20 recomputed values.
For 20 sampled "unused" properties, 0 are referenced by a workflow, form or report, which shows a referenced rate under about 14% with 95% confidence, and any referenced one fails the whole test.
Evidence: The sampled list with the usage evidence.
Your owner marks at least 16 of 20 sampled descriptions right (16 of 20 shows a true rate of at least 59% with 95% confidence); the number marked wrong is reported.
Evidence: The mark sheet.
Sign-off. You re-run the test yourself, check the list of severe errors and sign off in writing. Payment follows sign-off.
If it fails. If the agreed pass mark is not met, we say so, hand over the results and the failures, and do not call the output working. You do not pay for this scope; we agree whether to stop or re-quote.
When it fits, and when we stop
It fits when
- You can export property metadata and usage, or give admin read access
- A named owner marks the descriptions right or wrong
- We need metadata and counts only, so the work can be tested without personal data
We stop and tell you if
- The metadata cannot be exported and read access is refused
- You want fields deleted by us
- Usage information is not available at all
What could go wrong
The job reads metadata and writes a report, so there is nothing to undo.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A field called "unused" is still read by something | Each claim carries its usage evidence, "usage unknown" is a separate label, and we advise hiding before deleting. |
| Descriptions are guesses | They are drafts for the owner to mark, and the mark sheet reports how many were wrong. |
| Usage in the CRM cannot be seen | The gaps note lists what the export could not show. |
A separate automated reviewer checks the totals, the sampled fill rates and the retire list before hand-over, and no person on our side reviews unless your agreement names one. Your named owner marks each description right or wrong. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the objects, the columns and the pass marks in writing
- Receive the property metadata through the agreed route
- List each property once and compute its fill rate and last use
- Trace usage in workflows, forms and reports where the export shows it
- Independent automated review of totals, sampled fill rates and the retire list
- Hand over the dictionary for your owner to mark
This is a one-off job, not a subscription or emergency cover. We confirm eligibility, price, a start window and a delivery date before you accept, and work starts only after agreed inputs and access are in place. Nothing is sent, merged, posted or changed in your live systems by us, and an enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly check that new unused or undocumented fields are listed.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Your CRM's property settings page lists custom properties with their creator and type. For fewer than 50 properties, a manual pass may be enough.
Questions
Do you see my contacts?
No. We need property metadata and counts, not contact or company data.
Will you delete the unused fields?
No. We list candidates with evidence and suggest hiding before deleting.
Is the description written by AI?
A model may draft plain-English descriptions from the property name, type and dropdown option labels, never from contact or company values. Your owner marks each one, and the wrong rate is reported.
Send an enquiry
Send us
- The CRM name and plan
- Roughly how many custom properties exist
- Which objects matter most
Later, once you agree
- A property metadata export with usage columns, or admin read access you can revoke
- The owner who will mark descriptions
- A secure handoff route agreed before any access
You keep the CRM. We read property metadata and counts, never contact data, and change nothing. The metadata alone can be tested without personal data.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “crm-property-dictionary-and-unused-field-report” as the subject.