Before You Begin
You must have administrative access to create custom fields and configure workflows
Understand that updating primary phone numbers can interfere with call tracking systems
The client phone number should be available in the Basic Info area of the intake opportunity
Steps to Resolve
1. Create a Reference Field for Alumni Phone Number
Instead of relying on workflows that update primary phone numbers, create a reference field that automatically pulls the correct data:
Navigate to your task or calendar module where Alumni Phone Number is displayed
Create a new reference field called "Alumni Phone Number"
Configure this reference field to automatically populate from the intake opportunity's client phone field
2. Map the Reference Field to Client Phone Data
Ensure the reference field points to the correct data source:
Set the reference field to pull from the Basic Info area > Client Phone field.
DO NOT map to Web Traffic > Primary Phone, as this is what pulls the emergency contact information.
Save the mapping so the field references the client phone from the Intake Opportunity whenever new tasks are created.
3. Update Your Calendar View
Once the reference field is configured:
Remove any existing Alumni Phone Number columns that pull from incorrect sources
Add the new Alumni Phone Number reference field to your calendar view
Verify that the field now displays the client's actual phone number, not emergency contact numbers
Verification / Expected Result
After completing these steps:
The Alumni Phone Number field will automatically populate with the exact client phone number from the Basic Info area.
Emergency contact phone numbers will no longer flood the Alumni outreach lists.
The field will update instantly when new tasks are created from Intake Opportunities.
Your call tracking attribution systems will remain 100% unaffected because the core primary phone numbers were not modified.
Troubleshooting & Common Errors
Issue: The field is still showing emergency contacts.
Solution: Verify that the reference field is pointing exactly to the Client Phone field in the Basic Info area, and not accidentally pointing to Web Traffic > Primary Phone.
Issue: The field is not populating automatically.
Solution: Check your module relationships. Ensure the reference field is properly configured to bridge to the Intake Opportunity when the task is generated.
⚠️ Warning: Never use standard workflows to overwrite or update primary phone numbers for this use case. Doing so will overwrite original lead data and break your Google/Call tracking attribution.
💡 Pro-Tip: Reference fields are incredibly powerful because they provide real-time data syncing across modules without actually modifying the original data source.
Related Resources
How to Populate Fields from Intake Opportunity to PAA Automatically (CRM)
How to set up Field Mapping from Leads to other compatible modules (CRM)