1. Overview
  2. How To
  3. Automatically Populate Custom Fields Using Automatic Data Collection

Automatically Populate Custom Fields Using Automatic Data Collection

Background & Purpose

This SOP outlines how to configure Automatic Data Collection in GoHighLevel to auto-fill custom fields using AI—without the need for live tool calls. This method is ideal for capturing data from both voice calls (post-call) and chat interactions (per run), significantly reducing manual input and tool call latency.

Step-by-Step Instructions:

1. Access Contact View

  • Navigate to a contact record in GoHighLevel.

2. Locate Automatic Data Collection Settings

  • Scroll down to the “Automatic Data Collection” section on the contact record or within your settings area.

3. Create a New Data Collection Rule

  • Click “Create New” (if one doesn't already exist).

  • Set the following:

    • Name: Use lowercase, no spaces (e.g., business_ein)

    • Data Type: Choose string for most cases. Use number for numeric values and boolean for true/false.

    • Description: Briefly describe the data being captured (e.g., “User’s Business EIN”)

    • Mapping: Link it to the appropriate custom field already created in your system.

4. Save the Rule

  • Click Save to confirm and activate the rule.

5. Test the Setup (Optional)

  • Send a message in chat (e.g., “Our CAC is $25 and LTV is $3,200”) or complete a voice call containing relevant information.

  • No tool call will be triggered, and latency will remain normal.

  • After the interaction, refresh the contact record to verify that the mapped fields (e.g., CAC, LTV) are auto-filled.

6. Verify Data Accuracy

  • Check that the correct values have populated under each custom field.

  • Repeat this for multiple test inputs to ensure reliable extraction.

Video Overview (Recommended Format):

  • Start by showing the contact record in GoHighLevel

  • Demonstrate accessing the Automatic Data Collection section

  • Walk through the creation of a rule step-by-step

  • Simulate a chat or voice interaction with relevant info

  • Refresh and show custom fields auto-filled

  • Optional: Highlight benefits vs tool call method

FAQs

Q: What’s the difference between Tool Calls and Automatic Data Collection?
A: Tool calls happen live and require complex setup; automatic data collection occurs post-call or per chat run and is easier to configure.

Q: When should I use Tool Calls instead?
A: Only if you need real-time data during a call that affects other parts of the conversation.

Q: What’s the best data type to choose?
A: Use string for most extractions unless you specifically need raw numbers or boolean values.

Q: Does this work for both voice and chat?
A: Yes, it works post-call for voice and per run in chat.

Attachments:

  • 📎 Screenshot of filled custom fields

  • 📎 Template CSV for mapping fields (if bulk creation is needed)

  • 📎 Link to GoHighLevel help doc on Automatic Data Collection (if applicable)

Summary:

This SOP covers how to auto-populate custom fields in GoHighLevel using the Automatic Data Collection feature. It’s a more efficient alternative to tool calls for capturing key data points like LTV, CAC, or business information—without needing live interaction or programming logic.

Key Points:

  • Set up once, and AI fills custom fields post-call or per chat.

  • Works for both voice and chat interactions.

  • Supports string, number, and boolean data types.

  • Tool calls are only needed if you require real-time logic during a conversation.

  • Refresh contact view to confirm field auto-fill worked.

This is the easiest and most reliable method for field extractions in GoHighLevel—no latency, no manual setup each time.

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