Fields - Overview

General Info: Only the Standard plan allows Custom Fields.

Collecting and maintaining user data is a tricky process. You need to figure out multiple things, such as deciding whether a particular detail is required, optional, or unnecessary during account creation. You also need to decide the kind of protection every detail needs, and if the user should be allowed to edit their own details. However, the trickiest part is actually collecting the data.

Let's consider an example.

You've decided to collect the name, email address, shift details, and emergency contact of all your employees. There are a few requirements you'll need to address. First, your user data store needs to have fields for shift details and emergency contact info. Once you've added those fields, you need a way to make them mandatory. In addition to making them mandatory, you'll also need a way to encrypt sensitive information, such as the user's emergency contact.

Manage Fields aims to solve these problems. It enables you to create and customize your own fields, or change the edit permissions of system fields. Custom fields enable you to store all the relevant details about a user while adding them—even those that can't be stored using the pre-built fields in the Admin Panel.

Custom fields also enable you to import all relevant data during User Import and LDAP Sync. Your existing user data store or LDAP server might have fields not present in the Zoho Admin Panel. Those fields can be added as custom fields in Manage Fields before importing or syncing.

What are system fields?

The Name and Email Address fields are the default mandatory fields, and are called System Fields. These fields cannot be customized or deleted. However, you can choose to restrict users from editing these fields from their Zoho Account.

For example, you can prevent users from updating their personal email addresses in the Email Address field.

Field Types

Field Type Name	Sample Input	Encryption Available?
Text	"lorem ipsum"	Y
Phone	(123) 456-7890	Y
Email	sample@example.com	Y
URL	https://www.example.com/	Y
Number	123	Y
Decimal	123.5	N
Percent	14%	N
Date	-	Y
Checkbox	-	N
Picklist	-	N

What is ePHI?

Electronic protected health information (ePHI) refers to identifiable patient information that is shared, transferred, or stored in electronic form. Since it collects a user's personal health information, the data will be encrypted, complying with the privacy act of each country.

In the United States, ePHI management comes under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Security Rule. The HIPAA Security Rule is a federal law that was passed to protect sensitive health information from being disclosed without the patient's consent. With ePHI, any organization that handles ePHI must comply with the rules of HIPAA. In Zoho One, custom fields marked as containing ePHI will be encrypted.

What constitutes as ePHI?

According to HIPAA, the following are some of the health information that constitute as ePHI:

Name
Address
Birth information
Mobile number
Medical record number
Registered vehicle license plate number
Biometric information
Photographic data

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Managing Fields - Overview | Admin Guide - Zoho Directory

Fields - Overview

What are system fields?

Field Types

What is ePHI?

What constitutes as ePHI?

Zoho CRM Training Programs

Zoho DataPrep Personalized Demo

Start tracking your website metrics today

Ready to improve your website's performance?

Track and measure every business goal

Understand the customer journey on your website

Visualize your visitor's behavior with color codes

Measure customer engagement with your web forms

Record real visitor interactions on your website

Test and optimize webpages for better conversions

Give each customer a unique website experience

Grow your business through customer feedback

Send timely updates that customers love

Advertise your business to website visitors

Access more advanced settings in PageSense

Try easy-to-use extensions

Discover your favorite integrations with PageSense

Still can't find what you're looking for?

Zoho Sheet Resources

Zoho Forms Resources

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Related Articles

Flock for Zoho Directory

PerformYard for Zoho Directory

MockFlow for Zoho Directory

Bitly for Zoho Directory

Fivetran for Zoho Directory

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CRM Tips

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