Personal and Encrypted Fields | Overview - Zoho Forms

Personal and Encrypted Fields

Overview

When you collect sensitive data from your respondents, such as Social Security Numbersphone number, passport number, medical data, etc. through your forms, there is a risk that this data will get misused. To ensure that the sensitive data shared by your respondents is securely stored and handled, use the Mark as Personal and Encrypt options in Zoho Forms for certain fiel. 

Personal and encrypted fields

For every field that you have marked as personal or encrypted, you will be alerted with a prompt while:
  1. Configuring Email Notifications using the fields
  2. Printing or downloading Reports
  3. Including PDF of form submission
  4. Configuring Integrations using the fields
  5. Configuring Document Merge (using WebMerge)

Marking Fields as Personal

Personal data is any information belonging to a recognized or identifiable natural person (i.e. the data subject). There is a wide range of personal data that includes email addresses, location, mobile numbers, identification numbers, etc. By marking a field as a personal, you can apply a higher degree of sensitivity to the data collected using the field and exercise more control over how this data is processed. For instance, when you try to export the data from the respective field or insert the data into the triggered email, a warning will appear. Only after providing additional confirmation could the action be carried out for the data collected on the specific field marked as personal.

To mark a field as personal,

  1. In the Form Builder, go to the Properties of a field.

  2. Under Privacy, select Mark as Personal.

    Field Properties

The following fields can be marked as personal:

  • Basic Fields: Single Line, Multi Line, Number, Decimal, Name, Address, Phone, Email, Date, Date-Time, Website, Currency, File Upload, Image Upload

  • Advanced Fields: Signature, Unique ID

Encrypting Fields

You can add an extra layer of security to your form respondents' data while it is stored by enabling field-level encryption. Encrypting data protects your data from any possible data leak or unauthorized access. It is the process of encoding information to make it accessible only to the authorized parties.


To encrypt a field,
  1. In the Form Builder, go to the Properties of the field.
  2. Under Privacy, select Encrypt.

    Field Properties

Field types that can be encrypted:

  • Basic Fields: Single Line, Multi Line, Number, Name, Address, Phone, Email, Date, Date-Time, Website, File Upload, Image Upload

  • Advanced Fields: Signature, Unique ID

In Report prints and downloads, encrypted fields will be masked.

 

Only the following comparison operators are compatible with encrypted fields for the search filters applied in All Entries and Reports  sections :

  1. is

  2. is not

  3. is empty

  4. is not empty

Note:

  • You can add up to 25 encrypted fields in a form.

  • Once a field is encrypted in your form, this action cannot be reverted.

  • Encrypted fields are available only in our paid plans.

  • Signature and File/Image upload fields cannot be masked in reports.

  • It is not possible to sort the entries for an encrypted field in the All Entries section and in Reports.


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION





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

                        Write to us:  support@zohoforms.com


                              



                            



                          Manage your brands on social media




                              Zoho Marketing Automation

                                Zoho Sheet Resources

                                 




                                    Zoho Forms Resources


                                      Secure your business
                                      communication with Zoho Mail


                                      Mail on the move with
                                      Zoho Mail mobile application

                                        Stay on top of your schedule
                                        at all times


                                        Carry your calendar with you
                                        Anytime, anywhere




                                              Zoho Sign Resources

                                                Sign, Paperless!

                                                Sign and send business documents on the go!

                                                Get Started Now




                                                        Zoho TeamInbox Resources



                                                                Zoho DataPrep Resources



                                                                  Zoho DataPrep Demo

                                                                  Get a personalized demo or POC

                                                                  REGISTER NOW


                                                                    Design. Discuss. Deliver.

                                                                    Create visually engaging stories with Zoho Show.

                                                                    Get Started Now










                                                                                          • Related Articles

                                                                                          • Overview

                                                                                            Fields are the building blocks of your forms. To get the right data from your respondents, you need to choose the appropriate form fields based on the details that you wish to collect. A form field typically consists of: Field Name: The text or label ...
                                                                                          • Field Properties

                                                                                            Table of Contents Overview Dynamic Field Labels Rename Uploaded Files Assign Values to Choices Group Choices Overview You can set the properties to customize each field added to your form. To do so, click the field on your form builder. Under ...
                                                                                          • Overview

                                                                                            If you are looking to automate the process of adding data to your Zoho CRM modules, you can use the Zoho Forms - Zoho CRM integration. With this integration, you can push the form entries directly into Zoho CRM modules and pre-populate certain data ...
                                                                                          • Advanced Fields

                                                                                            In your form builder, Advanced fields list certain complex fields that help you perform calculations, collect Payments, capture digital signatures, and more. The fields listed in the table below are available under Advanced Fields . The table column ...
                                                                                          • Overview

                                                                                            Urchin Tracking Module (UTM) is a small segment of code you can attach to a URL to track campaign parameters such as source, medium, campaign, term, content, and more to determine where most traffic originates from and where the major sections of ...
                                                                                          Wherever you are is as good as
                                                                                          your workplace

                                                                                            Resources

                                                                                            Videos

                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                            eBooks

                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                            Webinars

                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                            CRM Tips

                                                                                            Make the most of Zoho CRM with these useful tips.



                                                                                              Zoho Show Resources