Create and manage custom fields | Zoho Sprints Help

Create and manage custom fields

Custom fields are the important aspect in shaping a layout. A layout is structured with a list of fields that are specific to your requirements. Once the user creates a layout they can start adding custom fields. You can create custom fields for Projects, Work Items, Epics, Releases, Meetings, Sprints, Timesheets, and Users.
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  • Default Fields: The default fields are the standard fields that you view in the creation page.               
  • Custom Fields: The custom fields are the new fields that you add either to your default section or new section.
  • Both the Custom Fields and Default Fields can be marked as mandatory.

Default fields

Zoho Sprints has 11 default fields in each layout that cannot be modified or deleted from a layout. You can only reorder these fields. 

S.No
 Default Fields
1.
 Owner
2. 
 Status
3. 
 Epic
4. 
 Item Type
5.
 Priority
6.
 Start Date
7.
 End Date
8.
 Duration
9.
 Estimation Points
10.
 Start After (This field is applicable only for the project templates.)
 11.  Release

Custom fields

  1. Navigate to the settings page.
  2. Select the required module from Custom Layouts under Customization.
  3. Select the required layout. 
  4. Drag and drop the fields from the New Fields panel into the layout area. 
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New fields: New fields are the custom fields that are available for each layout. You can drag and drop a field from these new fields. You can also view the count of each field at the upper-right end of each field.  

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Existing fields: Existing fields are the list of fields that are not used in the current layout but are available across the other layouts. By tracking the fields that are not used in the current layout, you can just drag and drop the fields that are predefined in the other layouts. 

Create custom fields using AI

Based on the module's description, AI will suggest a set of custom fields that can possibly be used in the layout. You can select the fields that matches your requirement and add it to your layout. 
  1. Navigate to the settings page.
  2. Select the required module from Custom Layouts under Customization.
  3. Select the required layout. 
  4. Switch to the AI Fields tab. 
  5. Enter a short description to generate fields. 
  6. Click the green tick to generate fields. 
  7. Select the fields of your choice. 
  8. Click Add to Layout.

AI generated fields will be added to the layout. 

Types of custom fields

Zoho Sprints offers 20 custom fields. 

Field Name
 Description
 Field Limit
 Field Default Value Limit
Single-Line Text
 Enter a one-line text.
 50
 150 characters
Text Area

Enter multiple lines of text. Press  Enter and add the text.

 50
 1500 characters
HTML
 Copy and paste the HTML and CSS tags.
 20
 99999 characters
Check Box
 Enter the checkbox values.
 10
 50 values
Radio Button
 Enter the radio button values.
 50 50 values
Integer 
 Enter only numerical values.
 10
 7 digits
Pick List

A drop-down containing different values. Create a group and add values in the pick list. 

 50 50 values
Nested Pick List 
A drop-down that allows you to organize values in a hierarchical structure. Each primary value can contain multiple sub-values.
25 
100 values
Multi Select

Enter multiple values in this field. Create a group and include the values. 

 10
 50 values
Decimal
 Enter only decimal values. 
 10
 7 digits
Date
 Select the date.
 10
  -
Date & Time 
 Select the date and time. 
 10
  -
URL
 Enter the URL.
 25 150 characters
Email

Mention the email address of the user. 

 10
  -
User Pick List

Similar to a pick list. Pick either project users and select particular users from your team.
 
 10
 100 values
Boolean
 Toggle between Yes and No.
 10
 2 values
Percentage
  Enter percentage points
  10
  5 digits
Currency
  Enter currency values
  10
 16digits
Lookup
  Search option
  5
  -
Formula  Look for values  15

Notes
You can add only 25 fields in a section. 

Add a single-line text

  1. Navigate to Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Single-Line Text field from the New Fields panel.
  4. Enter the Field Name, Minimum and Maximum length, specify the Default or Placeholder values, select Regex Type.
  5. Set the field as Mandatory, PII/ePHI or Encrypt.
  6. Click Create. 

  1. PII (Personally Identifiable Information) - The data given in this field refers to individual's personal information and it will be audited.  
  2. Encrypt - This is an encrypted field and the data entered in this field will be protected in the backend. You can use these fields to encode data for security reasons. For example, credit card numbers, cvv, etc. Learn more
  3. ePHI - ePHI stands for  Electronic Protected Health Information. Fields that contain personal health information can be encrypted for additional security. Though field encryption is not a mandatory step in Zoho Sprints, we strongly recommend you enable encryption so that your data will be stored in our DB with encryption. Zoho Sprints is HIPAA compliant. In case you’d like to know more about the certifications, click here. 
  4. Regex is a form of expression of how the data should be added in the respective field. For example, if you want your users to enter only alphanumeric data in the single line text field, you can select the Regex Type to be 'Alphanumeric'. The users can save the data in the field only when the regex field format is satisfied. 
ePHI option is available for the following fields,
  1. Single line
  2. Integer
  3. Decimal
  4. Email
  5. Percentage
  6. Currency

Add text area

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Text Area field from the New Fields panel. 
  4. Enter the Field Name, specify Default or Placeholder value.
  5. Set the field as Mandatory.
  6. Click Create.         

Add HTML

  1. Select the required module from Layouts and Fields.
  2. Select the layout.
  3. Drag and drop the URL field from the New Fields. 
  4. Enter the Field Name, specify Default or Placeholder value.
  5. Set the field as Mandatory.
  6. Click Create. 

Add check box

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Check Box field from theNew Fields  column. 
  4. Enter the Field Name. 
  5. Enter the Option Value in Field Value and click Add. 
  6. Select the Default Value from the specified values. 
  7. Click Create. 

Notes
  • A check box cannot be empty without any option value. 
  • After entering the option value, if you would like to remove anything you can click - icon beside a value to delete it.  

Add radio button

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Radio Button field from the  New Fields  panel. 
  4. Enter the Field Name.
  5. Enter the  Option Value in  Field Value and click Add. 
  6. Select the  Default Value from the specified values. 
  7. Click Create. 

Add integer

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Integer field from the New Fields panel.
  4. Enter the Field Name.
  5. Specify the Maximum and Minimum count. 
  6. Choose the Default or Placeholder Values.
  7. Set the field as Mandatory, PII/ePHI, or Encrypt .
  8. Click Create.

Add pick list

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Pick List field from the New Fields panel.
  4. Enter the Field Name.
  5. Add values to your pick list field. Enter the value and click Add Value or Add Group Name . 
  6. Choose the Default Value . 
  7. Click Create. 

Add multi select

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Multi Select  field from the  New Fields panel.
  4. Enter the Field Name.
  5. Add values to your pick list field. Enter the value and click Add Value or Add Group Name. 
  6. Choose the Default Value.   
  7. Click Create.   

Add nested picklist

Availability: Premier plan
  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Nested Pick List field from the New Fields panel.
  4. Enter the Field Name.
  5. Add values to your nested pick list field. Enter a value and use '>>' to add the further options within the same picklist option.   
  6. Likewise, add multiple nested pick lists.  
  7. Choose the Default Value .
  8. Click Create. 


Idea
For example, when a support representative files the customer raised issues in the project, the representative will need to fill the details of the device in which the issue occurs, for the testing team to replicate the issue in the same environment and analyze the issue.  
 
Nested pick list field name: Platform
 
Option 1: Mobile >> Android >> Android 13
Option 2: Mobile >> Android >> Android 14
Option 3: Mobile >> Android >> Android 14 >> Samsung
Option 4: Mobile >> Android >> Android 14 >> Pixel
Option 5: Web >> Windows >> Windows 7
Option 6: Web >> Windows >> Windows 8
Option 7: Web >> Windows >> Windows 8.1
Option 8: Web >> MacBook >> MacBook air 13"
Option 9: Web >> MacBook >> MacBook air 15"
Option 10: Web >> MacBook >> MacBook pro 14"
Option 11: Web >> MacBook >> MacBook pro 16"
Option 12: Web >> iMac >> M4 chip
 
 
The item's layout can be customized to add this Nested Picklist custom field so the testers can easily know the details of the issues and replicate them.
Notes
Note: You can add up to 5 levels of nested values.  

Add decimal

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Decimal field from the New Fields panel.
  4. Enter the Field Name, Minimum and Maximum length, specify the Default or Placeholder values.
  5. Choose the Default or Placeholder Values.
  6. Set the field as  Mandatory, PII/ePHI, or Encrypt.
  7. Click Create.

Add date

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Date field from the New Fields  panel.
  4. Set the Default Value. 
  5. Click Create. 

Notes
By default, you can set the default date to the work item's current date.  

Add date and time

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the  Date & Time field from the New Fields panel.
  4. Set the Default Value. 
  5. Click Create.

Notes
By default, you can set the default date and time to the work item's current date and time.  

Add URL

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the URL field from the New Fields panel.
  4. Choose the Default or Placeholder value. 
  5. Mark the field as Mandatory, PII, or Encrypt.
  6. Click Create. 

Add email

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the  Email field from the New Fields panel.
  4. Enter the Default or Placeholder value. 
  5. Mark the field as Mandatory, PII, or Encrypt.
  6. Click Create.

Add user pick list

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the User Pick List  field from the New Fields  panel.
  4. Select either Project Users or Selected Users in Enable Access.
  5. On click of Selected Users , search for the user name and click Add.
  6. Mark the field as Mandatory or PII.  
  7. Click Create.

Info
  • If you want to display only selected users from your project, you can enter the user name and add them to your pick list. 
  • If you want to display all the users in your project, you can enable Project Users .  

Add boolean

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the  Boolean field from the New Fields panel.
  4. Enter the Field Name.
  5. Specify the Value 1 and Value 2. (You can mark any one of the values as Default.)
  6. Mark the field as Mandatory. 
  7. Click Create.      

Add Percentage

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Percentage field from the New Fields  panel.
  4. Select either  Default Value or  Placeholder Value.
  5. On selection, provide the required data.
  6. Mark the field as  Mandatory, PII/ePHI or Encrypt.  
  7. Click Create.

Add Currency

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Currency field from the New Fields panel.
  4. Set the required values.
  5. Mark the field as  Mandatory,  PII/ePHI or Encrypt.  
  6. Click Create.

Add Lookup

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the Lookup field from the New Fields  panel.
  4. Select the lookup module
  5. Mark the field as Mandatory if required.  
  6. Click Create.


Add Formula

  1. Select the required module from Custom Layouts under Customization.
  2. Select the required layout. 
  3. Drag and drop the Formula custom field.
  4. Enter the name of your field.
  5. Choose a return type.
  6. Choose a function from the All Functions dropdown.
  7. You can either enter your own formula expression or create your expression using the provided fields.
  8. Choose the privacy preferences and click Create.
To know about the formula fields in detail, click here.



Add Auto Number field

Auto-number field will be useful when you have to introduce sequential values in your records. The values in the field are auto-populated at the event of adding an entry and cannot be edited. 

For instance, you can include auto number field in your item creation form to append numbering system to your work items. This will provide you with a custom numbering pattern that will help better organize the items. 
  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Drag and drop the auto number field field from the New Fields panel.
  4. Enter name for the field.
  5. Enter prefix value, if needed. The prefix will precede the number.
  6. Enter suffix value, if needed. The suffix will succeed the number.
  7. Get a preview of the value that will be generated.

  8. Click Create.

Notes
Note:
  1. Prefix and suffix can be text or numbers
  2. Enter {} to insert date format in prefix and suffix
  3. Select the Update existing records checkbox while updating the field to apply changes to the existing data.
  4. Field is supported only for work items and users module

PII and Encrypt fields   

Field Name 
 PII
 Encrypt
Single-Line Text
 Yes
 Yes
Text Area
 No
 No 
HTML
 No
 No 
Check Box
 No
 No
Radio Button
 No
 No
Integer
 Yes
 Yes
Pick List
 No
 No
Multi-Select
 No
 Yes
Decimal
 Yes
 Yes 
Date
 No
 No
Date and Time
 No
No
URL
 No
No
Email 
 Yes
Yes
User Pick List
 No

No
Boolean
 No

No
 Percentage  Yes  Yes
 Currency  Yes  Yes
 Lookup  No   No
 Formula  Yes   Yes


Edit fields 
  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Choose the field that you want to modify. 
  4. Click    next to the field. 
  5. Modify the details and click Update.
While you are updating the below following fields, you will see something called the  Used and Unused values. 
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  • Check Box
  • Pick List
  • User Pick List
  • Multi Select
Notes
What are used values?

Values that are used in the current fields are listed under the used values.  

What are unused values?

Values that are not used in the current fields are listed under the unused values.  
            For example: If you are moving a value from 'Used' to 'Unused' then the value will not be listed in the current field and the layout. However, it will be available in other layouts. You can make use of those values in the relevant fields across the layouts.   

Remove fields

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Choose the field that you want to modify. 
  4. Click   next to the field. 
  5. Click Delete.  
Notes
The field that you are trying to delete will only be disassociated from the layout. It will be stored in the 'Unused Fields' and you can reassociate it anytime by just dragging and dropping the field to the layout. 

Reorder fields

  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Choose the field that you want to modify. 
  4. Drag and drop the fields to reorder them.

Set field permissions

You can define the profile permissions for the fields while creating or updating a field. Profile permission enable you to allow specific level of field access for users belonging to specific profiles.

To set field permission
  1. Select the required module from Custom Layouts under Customization.
  2. Select the layout.
  3. Hover over the field that you want to set permission.

  4. Click the Edit Field Permission icon. The profile permission window will appear.
  5. Select the permissions that you want to enable or restrict for the required profiles.

  6. Click Save button.

Alternatively, select the Available Fields tab in the Layouts and Fields section and click Set Permission to define field permission.