Field Level Permissions
Field Level Permissions in Zoho FSM allow you to control how individual fields are accessed across modules for different custom profiles. By using Field Level Permissions effectively, you can create role-specific experiences, protect sensitive data, maintain consistency across modules, and ensure that every user sees only what they need to perform their job efficiently. Thus, you can tailor each module’s interface to match a user’s role, responsibilities, and level of authorization—without creating separate workflows or modules.
Why Use Field Level Permissions?
Field Level Permissions help you achieve the following:
Simplify the User Interface for Better Productivity
Field users, such as HVAC technicians, primarily need operational information while on site—what the issue is, which asset they are servicing, and the actions they need to complete. By hiding or restricting access to irrelevant fields, you reduce screen clutter and help technicians focus on completing jobs efficiently.
Prevent Accidental Changes to Customer and Address Data
While completing a service appointment, a technician may notice minor address discrepancies or typos. Allowing edits to these fields can unintentionally affect billing, dispatch accuracy, and historical records. Setting such fields to Read Only or Don’t Show protects critical customer and address data from unintended changes.
Improve Data Quality and Standardization
Free-text fields can lead to inconsistent data entry when multiple users input information differently. By controlling which fields can be edited and encouraging the use of standardized fields, you ensure cleaner, more reliable data across records—without additional training or manual validation.
Control Access to Sensitive or Regulated Data (PII)
Organizations often handle personally identifiable information (PII), such as customer phone numbers and email addresses. Using Field Level Permissions, these fields can be grouped and restricted to Read Only or Don’t Show for non-authorized profiles. Only administrators or customer support managers can have Read and Write access, helping your organization comply with data protection policies and internal security standards.
Modules Supported
Field Level Permissions can be configured for the following modules:
- Contacts
- Companies
- Requests
- Estimates
- Work Orders
- Service Appointments
- Services and Parts
- Assets
Field Visibility Options
For each field, you can choose one of the following visibility levels:
- Read and Write – Users can view and edit the field.
- Read Only – Users can view the field but cannot make changes.
- Don’t Show – The field is completely hidden from the user interface.
Setting Field Level Permissions
Permission Required: Administrator profile
To configure Field Level Permissions:
- Navigate to Setup > Security Control > Field Level Permissions.
- Select the required Module and Custom Profile.
- Set the appropriate visibility level for each field.
- Click Save to apply the changes.
The configured permissions will immediately apply to all users assigned to the selected profile.
Points to Remember
Address Fields
If you change the permission for any address-related fields—Address Name, Street 1, Street 2, City, State, Zip Code, Country—in Contacts, Companies, or Assets, the same permission will automatically apply across related modules.
For example, if Address Name is set to Don’t Show, it will be hidden in:
- Requests – Service Address Name, Billing Address Name
- Estimates – Service Address Name, Billing Address Name
- Service Appointments – Service Address Name
- Work Orders – Service Address Name, Billing Address Name
This ensures consistency and prevents partial visibility of address data across records.
Additionally, any change made to the permissions of address-related fields in the Contacts, Companies, or Assets module will automatically be applied to the other two modules as well.
Line Items
Permissions applied to Service Line Items and Part Line Items in Estimates and Work Orders will automatically reflect in all other modules where these line items are used. This helps maintain uniform access control across transactional records.
For example, if Description under Service Line Items is set to Read Only in Estimates, the same will reflect in Work Orders too.
Show Pricing
If the Show Pricing permission is disabled for a custom profile (Setup > Security Control > Profiles), all pricing-related fields will automatically be set to Don’t Show, regardless of individual field settings.
Grouping
You can apply permissions in bulk to a group of related fields.
For example, in the Requests module, you can apply permissions to the PII Fields at once instead of configuring each field individually, making permission management faster and less error-prone.
Custom Fields
Field Level Permissions are not limited to standard fields. You can also configure visibility and access for custom fields, allowing you to extend the same level of control to fields tailored specifically to your business requirements.
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