Click here to learn more about access privileges for Task Automation, Layouts & Fields.

What is a Layout?

A layout is a graphical interface that is used to design a form. A task layout is used to create a task form.

Standard Layout

• Every portal will have a default layout to start with. We call it a Standard Layout.
  
• The standard layout has one default section and five default fields.
  
• The fields - Status, Due Date, Duration, Priority, and Completion Percentage are the default fields.
  
• The default fields can neither be edited nor deleted. They can only be reordered.
  
• When a user tries to create a new layout for the first time, they can clone it from the standard layout initially. After cloning, they will be able to add new sections and fields to their new layout.
  

Create a Layout

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click Create Layout in the upper-right corner. This button is enabled for Premium and Enterprise users only.
   

   
   
4. Select a base layout that you want to build (clone) your new layout on. If there aren't any created layouts, the system will only list the default layout in the drop-down.
   
5. Enter a Layout Name.
   
6. Click Create.
   

• The standard layout cannot be deleted or reordered. However, it can be edited as many times as necessary.
  
• A custom layout can be deleted.
  
• Only the Premium  and Enterprise  users will be able to create layouts. Enterprise users can customise the layouts. However, the users in all plans (Free, Premium, and Enterprise) will be able to access the  Layouts  section and edit the Standard Layout.
  
• To view the list of layouts available in a portal, navigate to    > Customization  > Layouts and Fields  > Tasks   > Layouts.
  
• You can also edit a layout's name by directly editing its name in the layout editor screen.
  

Associate Layout with a Project

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click the plus icon   to the right of the selected layout.
   
4. Select one or more projects from the drop-down to associate. You can also associate project templates with a layout.
   
   • When a project is switched from Layout A to Layout B, the fields in A will not be available in the project after the layout change but the data stored in those fields will not be lost.
     
   • Associating a project with a layout will overwrite its current layout mapping, if any.
     
     
     
5. Confirm your action.
   
6. Click Associate.
   

• To view the list of associated projects of any layout, navigate to  >  Customization   >  Layouts and Fields > Tasks > Layouts.
  
• The associated project names will be displayed below every layout.
  
• A layout can be associated with a project while creating or editing the project.
  

View Layout

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click the Layouts section to view the list of task layouts that have been created already.
   
   • The layouts that are listed can neither be deleted or reordered.
     
   • You can associate a layout with any project or project template that matches your business requirements. 
     

Delete Layout

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization > Layouts and Fields > Tasks. 
   
3. Click the Layouts section.
   
   • Hover over a layout that you would like to delete and click the trash icon .
     
   • Confirm your action.
     
     
     

Swap Layout

Task layout can be swapped by editing a project. Select the new layout under the Task Layout field in the Edit Project Details form and save the project. 

If the new layout does not contain the statues that the tasks are associated with, user will be prompted to map the tasks to statuses in the destination layout. Click Map Status & Associate Project and then save the project.

Private Layouts

Users can create a copy of existing layouts and mark them as Private layouts. A private layout can only be accessed by users who are part of the projects associated with it.

Enabling the Make private layouts as a default for all the new projects option will automatically select the Create a private copy of this layout option in the Task Layout drop-down in the New Project form. This can be unchecked to associate the project with available public layouts.

If a layout is marked as private, the associated task automation (Blueprint, Workflow Rules, Email Templates, Email Alerts, Webhooks, and Custom Functions) will become private. They can only be accessed by those users whose projects are associated with the private layout.

Make an Existing Layout as Private

Users can change an existing layout as private from the Task Layout list view.

This option is only available for layouts with one project linked with them.

1. Hover over a layout from the list view.
   
2. Click Make as Private Layout.
   
   
3. Private layouts can be viewed at the end of the list after refreshing the page.
   

Create a Private Copy of an Existing Layout

An existing layout can be used to create a private copy. This option is available when adding a new project or editing a project.

1. Navigate to Projects list view and click New Project.
   
2. Enter the project details.
   
3. Click on the Task Layout drop-down and select a layout.
   
4. The Create a private copy of this layout option is selected by default.
   Unchecking this option will associate the project with the selected public layout.
   
   
5. Click Add to create the project.
   A private layout is created with the same project name.

Convert a Private Layout to Public

A private layout can be converted to public by adding a project to it.

1. Hover over a layout from the list view.
   
2. Navigate to the private layouts at the end of the list.
   
3. Click + next to the layout.
   
4. Click Yes on the confirmation message.
   
5. Select a project and then click Next.
   The layout is now public and can be accessed by all project users.
   

What is a Section?

A set of sections form a layout. Similar attributes are placed inside a section. Every layout will have a default section. You can also create your own section and use it in your layout.

A section named Schedule Reviews can accommodate fields such as First Review, Second Review, and Third Review. 

Create or Edit a Section

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to  Customization   > Layouts and Fields > Tasks.
   
3. Click a layout to add a section.
   
4. Drag and drop the  Add New Section component from the left tray to the layout editor (main panel). Initially the sections will be named "Untitled Section", "Untitled Section 1", "Untitled Section 2" and so on as you keep adding new sections in the layout editor.
   
5. Hover over the section name and edit it.
   
   • You can also add new or existing custom fields to your section.
     
6. Click  Save Layout.
   

A section cannot be empty in a layout. 

Delete a Section

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click a layout to add a section.
   
4. Hover over the section and click the trash icon  .
   
   • The  icon will be visible only when all the custom fields inside the section are removed. We recommend you to remove the custom fields first and then delete the section.
     
5. Confirm your action.

What is a Field?

A field is an integral part of a layout. You can add a new field or an existing field to your layout.  Owner, Status, Start Date, Due Date, Completion Date, Duration, Priority, and Completion Percentage are the default fields in a layout.

• Excepting Status, default fields can neither be edited nor deleted. They can only be reordered. 
  
• The Status field can be modified but cannot be deleted. It can also be reordered.
  

Difference Between a New Field and an Available Field

A new field is a custom field that is yet to be created. An available field is a custom field that has already been created but not used in the current layout. You can always associate an available field to your current layout anytime.

Manage Default Fields

The following fields are present by default in a task layout:

Create a Custom Field

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click a layout to add a custom field.
   
4. Drag and drop a field type from the New Fields tray into the layout editor (main panel).
   
5. Click Add to Layout to include the field in the layout. When you Cancel, the field is never stored anywhere.
   
6. Click Save Layout.
   

A maximum of 300 custom fields can be created and they cannot be duplicated.

View Fields Used in all the Layouts

Users can view the fields used across all the layouts. Using the drop-down, users can also view the unused fields. The Search Fields option allows users to search for existing fields.

Types of Custom Fields

Field Type	Description
Single Line Text	Add one line of text. Single line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the back-end. Eg: First Name, Last Name
Multi-Line Text	Add multiple lines of text. Hit  Enter to key in more information. Multi-line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the back-end. Eg: Description, Postal Address
Pick List	Create your own drop-down using a pick list. Set values and wrap them under a pick list as per your business needs. Eg: City, Zip
Multi-Select Pick List	Create drop-downs with multiple selections.
User Pick List	Use this field when you need to store user names. Eg: Co-Owners
Multi User Pick List	Use this field when you have to store and select multiple users from the drop-down.
Date	Store dates in this field. Eg: Date of Joining, Date of Exit etc
Number	Store numbers in this field. A number can have a maximum of 19 digits. Number fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the back-end. Eg: Expected Salary etc
Decimal	Store decimal numbers in this field. A number can have a maximum of 14 digits before the decimal point. Decimal fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the back-end.
Formula Field	Formula field will automatically calculate and derive its value by referring to the value of the specified fields or the numeric, text, or date values given in the formula. Learn more.
Phone	Store contact numbers in this field. This field can be marked as Personally Identifiable Information (PII). If you select Encrypt Field , the data will be encrypted at the back-end. Eg: Contact Number
Email	Store email addresses in this field. This field can be marked as Personally Identifiable Information (PII). If you select Encrypt Field , the data will be encrypted at the back-end. Eg: Email Address
URL	Store URLs or links in this field. This field can be marked as Personally Identifiable Information (PII). If you select Encrypt Field , the data will be encrypted at the back-end. Eg: Company Website, Application URL
Percentage	Enter percentage value in this field.
Currency	Store currency value in this field. This field can be marked as Personally Identifiable Information (PII). If you select Encrypt Field , the data will be encrypted at the backend. Eg: USD,
Checkbox	Create checkbox type fields.
Date & Time	Store date and time in this field.
Billing Type	Use this field to set default billing type for tasks.

• Only Enterprise users can create custom fields.
  
• Custom fields can be edited only in the Enterprise plan.
  
• When a custom field is renamed, the new name will be reflected in all the associated layouts. However, its other properties may vary between two different layouts.
  

Edit Custom Fields

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization > Layouts and Fields > Tasks.
   
3. Open the specific layout editor and hover over the custom field you would like to edit.
   
4. Click to make changes to the custom field.
   

Edit Pick List Values

Delete Unused Pick List Values

1. If the value is used in another layout, it cannot be deleted.
   
2. If the value is used in a task, it has to be mapped to a new value before deleting it.
   
3. If value is not used in any layout or task, it will be deleted.
   

Remove Custom Field from a Layout

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization > Layouts and Fields > Tasks.
   
3. Open the specific layout editor and hover over the custom field you would like to delete.
   
4. Click the cross icon .
   
5. Confirm your action.
   

• Removing a field from a layout will not permanently delete it from the database.
  
• The field will be moved to the Available Fields  tray and can be reused anytime later from this tray.
  
• The data stored in the field will not be lost. However, deleting a field from the portal will do so.
  

Manage Available Fields

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization > Layouts and Fields > Tasks.
   
3. Click a layout to add an available custom field.
   
4. Click the Available Fields tray. 
   
5. Drag and drop a field into the layout editor (main panel).
   
   • If you have to search for an available field, type the field's name in the search bar present inside the tray.
     
6. Edit the properties of the field as necessary.
   
   • When you edit field's name, the new name will be reflected in all the associated layouts across projects in the portal.
     
   • Changes made to properties except the field name will remain intact and apply to the specific layout only.
     
7. Click Add to Layout.
   
8. Click Save Layout.
   

View Number of Remaining Fields

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Click a layout for which you would like to view the split-up of the used-up fields count and the number of fields left under every field type.
   
4. Click the Remaining Fields link in the left panel below the Add Section component.
   
   • You can get the count of how many fields under each category have been created already and how many are in hand.
     

Delete Custom Field From a Portal

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization   > Layouts and Fields  > Tasks  > Fields.
   
3. Hover over the field you would like to delete.
   
4. Click the trash icon .
   
   • Deleting a custom field will affect the associated tasks. 
     
   • The data stored in the field will be lost. 
     
5. Confirm your action.
   

• Deleting a field from a portal will permanently delete it from the database.
  
• If a field is associated with more than 1000 tasks you will not be able to delete it.
  

Create or Edit Custom Task Status

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Customization > Layouts and Fields > Tasks.
   
3. Open the specific layout editor and hover over the Status field in the Task Information section.
   
4. Click the Customize link with a gear icon at the top of the field.
   
5. Click the +Add Status   link to create a new task status.
   
   • Open and Closed are the two default status types and they cannot be deleted.
     
   • The new status that you create will fall under either of the above two status types.
     
   
   
6. Give a status name.
   
1. Click   or to the left of the status name to assign a color. Pick any color from the palette that matches the status name and type.
   
7. Click  Apply Changes.
   

   The status color can be set while editing the Status field in the layout editor or the task Kanban view.