Managing Fields - Overview | Admin Guide - Zoho One

Managing Fields - Overview

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?
Maximum Fields Allowed
Text
"lorem ipsum"
Y
20
Phone
(123) 456-7890
Y
Email
Y
URL
Y
Number
123
Y
10
Decimal
123.5
N
5
Percent
14%
N
Date
-
Y
5
Checkbox
-
N
5
Picklist
-
N
5

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:
  1. Name
  2. Address
  3. Birth information
  4. Mobile number
  5. Medical record number
  6. Registered vehicle license plate number
  7. Biometric information
  8. Photographic data

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