Visibility and access
Where you find custom fields on a record and how you decide who can see or edit them
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A custom field appears in the form of the record it belongs to. By default, everyone with access to that record can see and fill in the field. You can restrict that per field.
Where you see the values
You fill in custom fields in the same place as the other details of the record.
| Record | Where |
|---|---|
| Customer | The Customer Details block on the customer profile |
| Terrain, meter, occupation, reservation, product, document, access method | The form to create or edit the record |
| Task | The task window. You save changes with Save fields |
A field appears in the position you chose under Position in form. If you made no choice, it appears after the standard fields.
If a field is required, you cannot save the record while it is empty. A field with Visibility only appears when the condition is met.
Custom fields are also included in the export of customers and terrains and you can use them in automations.
Who can see or edit a field
Open the field under SettingsCustom fields and go to 4. Access. Click Restrict.
You have two blocks.
| Block | What it does |
|---|---|
| Who can see this field | If you leave it empty, every member can see it. Anyone who may not see it never sees the value, not even in exports or in automations they edit |
| Who can edit this field | If you leave it empty, everyone who sees the field can also edit it. Others see it read-only |
In each block you choose a colleague or group and/or a permission. If someone matches one of the chosen colleagues, groups or permissions, they have access. You can only edit a field if you are also allowed to see it.
In the list, such a field gets the label Restricted. Hover over it for the explanation: only certain colleagues, groups or permissions may see or edit this field.
A hidden field is not a secured field
The Visibility option (a condition) only hides a field in the form. Anyone who may see the field can still find the value. Use Who can see this field if nobody else may read it.
Who can manage fields
Creating, changing, reordering and deleting fields and managing choice lists requires the Manage custom fields permission. How you grant permissions is described in Inviting users and granting permissions. The Custom fields page is visible to anyone who may view or edit settings, or who has this permission. Without the permission you only see the fields you may read, and New field, edit and delete are disabled.