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

    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








                                You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                    Manage your brands on social media

                                      Zoho Desk Resources

                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day


                                        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







                                                                                            You are currently viewing the help articles of Sprints 1.0. If you are a user of 2.0, please refer here.

                                                                                            You are currently viewing the help articles of Sprints 2.0. If you are a user of 1.0, please refer here.



                                                                                                  • Related Articles

                                                                                                  • Add field

                                                                                                    Sign in to Zoho One , then click Directory in the left navigation menu. Go to Users, then click Manage Fields. Click Add Custom Field. Name the field and choose a field type. Fill in the maximum character limit and the default value. If you ...
                                                                                                  • Edit field

                                                                                                    Sign in to Zoho One , then click Directory in the left naviomenu. Go to Users, then click Manage Fields. Hover over the required field, then click Edit. Make the required changes. In custom fields, everything except Field Type can be edited. In ...
                                                                                                  • Delete field

                                                                                                    Sign in to Zoho One , then click Directory in the left navigation menu. Go to Users, then click Manage Fields. Hover over the required field, then click . Click Delete, then click OK. Note: Deleting a field is irreversible. All existing user data ...
                                                                                                  • Disable field

                                                                                                    Sign in to Zoho One , then click Directory in the left navigation menu. Go to Users, then click Manage Fields. Hover over the required field, then click . Click Disable, then click OK. The field will be marked as Inactive. Existing user data stored ...
                                                                                                  • Enable field

                                                                                                    Sign in to Zoho One , then click Directory in the left menu. Go to Users, then click Manage Fields. Hover over the required field, then click . Click Enable, then click OK. If the field held user data before being disabled, that data will be ...
                                                                                                    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