Task Layouts and Fields | Online Help | Zoho Projects

Task Layouts & Fields

Zoho Projects supports custom fields and layouts for tasks. Create your own fields and task layouts and use them for creating tasks as per your business requirements.
  • Feature Availability: Enterprise plan
  • Navigate to > Customization  >  Layouts and Fields  > Tasks  to create custom fields and layouts for tasks. If you are an admin but unable to access the above path, write to support@zohoprojects.com

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.

Initially, all projects will be associated with the standard layout. If the standard layout is modified, the changes will be reflected in all the associated projects.

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 bar.
  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.
  • A layout cannot be deleted or reordered. However, it can be edited as many times as necessary.
  • Only the Premium  and Enterprise  users will be able to create and edit layouts, however the users in all plans (Free, Express, 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 bar.
  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 bar.
  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 bar.
  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.

This happens when the layout that you are trying to delete, has project association(s). Remap the associated projects to a different layout and try deleting it. Click here to learn about how to change the layout association of a project. If you are still unable to delete a layout, please feel free to write to support@zohoprojects.com.

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 ReviewSecond Review, and Third Review

Create or Edit a Section

  1. Click    in the upper-right corner of the top navigation bar.
  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 bar.
  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.  OwnerStatusStart DateDue DateCompletion Date, DurationPriority, 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:

Field Name
Editable
Removable
Owner
No
No
Status
Yes
No
Start Date
No
No
Due Date
No
No
Duration
No
No
Priority
No
No
Completion Percentage
No
No
Work Hours
Yes
Yes
Completion Date
No
No
  • A default field can neither be modified nor removed from a layout. It can only be reordered.
  • Though Status is a default field, it can be customized but cannot be removed from the layout.
  • Users in all plans (Free, Express, Premium, and Enterprise) will be able to reorder the default fields.

Create a Custom Field

  1. Click    in the upper-right corner of the top navigation bar.
  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 110 custom fields can be created and they cannot be duplicated.

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.
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.
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.
Multi-Select Pick List
Create drop-downs with multiple selections.
User Pick List
Use this field when you need to store usernames.
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.
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.
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 derives 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.
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.
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.
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.
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 in  Enterprise plan only.
  • 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. Navigate to   > Customization > Layouts and Fields > Tasks.
  2. Open the specific layout editor and hover over the custom field you would like to edit.
  3. Click to make changes to the custom field.

Remove Custom Field from a Layout

  1. Navigate to   > Customization > Layouts and Fields > Tasks.
  2. Open the specific layout editor and hover over the custom field you would like to delete.
  3. Click the cross icon .
  4. 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 bar.
  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 bar.
  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. Navigate to  >  Customization   > Layouts and Fields  > Tasks  > Fields.
  2. Hover over the field you would like to delete.
  3. Click the trash icon .
    • Deleting a custom field will affect the associated tasks. 
    • The data stored in the field will be lost. 
  4. 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. Navigate to   > Customization > Layouts and Fields > Tasks.
  2. Open the specific layout editor and hover over the Status field in the Task Information section.
  3. Click the Customize link with a gear icon at the top of the field.
  4. 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.

  5. 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.
  6. Click  Apply Changes.

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

See Also


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