Adding and managing user fields

Adding and managing user fields

User fields are used to collect additional or necessary information from users when they join a hub or portal. Hub admins can add, remove, and edit categories and fields for user profiles.

Categories 

Categories help group related user fields logically for easier management. You can streamline your processes and ensure a more efficient and organized system for managing user information using categories.

For example, you can create a category named contact information and then add personal mobile number, work mobile number and so on as fields and mark them as PII so that the information is encrypted.

What are default categories?

Zoho Learn includes default categories that are Org Policies, which come pre-configured. The information in the default category is fetched from Zoho Accounts.

Adding a new category  

 To add a category: 

  1. Go to Hub Settings.

  2. Choose User Fields from the User section.

  1. Click Add Category.

  1. Enter a category name and click Save.

 

Notes
Note: User fields you add will automatically appear in the onboarding form when new users join your hub, hub and portal, or portal, based on your visibility preference settings.

 Renaming a category 

 To rename a category: 

  1. Click on the More Options icon.

  2. Click Rename.

 

 Deleting a category 

 To rename a category: 

  1. Click on the More Options icon.

  2. Click Delete.

 Adding fields to category 

 To add a new field: 

  1. Click the Add Field button.

  1. Enter the field name, field type, and visibility.

  1. Field name - Name of the field. Choose a clear and concise name that reflects the data that you intend to collect.
  2. Field type - There are six field types available. Choose the one that aligns best with the data that you want to collect.
  3. Visibility - Choose the audience for the field. You can choose to make it visible only for portal users, only for hub users, or both portal and hub users.

      3. Enable field attributes and click Add Field.


Field attributes

  1. Allow users to edit- Enabling this attribute will allow users to update the field when editing their profile.
  1. Mark as mandatory- Enabling this attribute will make it mandatory for users to fill in the field in order to save profile information.
  2. Mark as PII- You can enable this attribute if the field contains sensitive personal information and it requires to be encrypted.
Notes
Fields marked as Personally Identifiable Information (PII) will be encrypted to protect user data.
Info
Visibility settings will apply to all portals created; it is not possible to customize field visibility for individual portals.

 Editing a field 

 To edit a field: 

  1. Click on the More Option icon near the field.

  2. Click Edit.

 Disabling a field 

 To disable a field:

  1. Click on the More Option icon near the field.

  2. Click Disable.

 

Deleting a field 

 To delete a field:

  1. Click on the More Option icon near the field.

  2. Click Delete.




        Create. Review. Publish.

        Write, edit, collaborate on, and publish documents to different content management platforms.

        Get Started Now


          Access your files securely from anywhere

            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







                                Quick LinksWorkflow AutomationData Collection
                                Web FormsEnterpriseOnline Data Collection Tool
                                Embeddable FormsBankingBegin Data Collection
                                Interactive FormsWorkplaceData Collection App
                                CRM FormsCustomer ServiceAccessible Forms
                                Digital FormsMarketingForms for Small Business
                                HTML FormsEducationForms for Enterprise
                                Contact FormsE-commerceForms for any business
                                Lead Generation FormsHealthcareForms for Startups
                                Wordpress FormsCustomer onboardingForms for Small Business
                                No Code FormsConstructionRSVP tool for holidays
                                Free FormsTravelFeatures for Order Forms
                                Prefill FormsNon-Profit

                                Intake FormsLegal
                                Mobile App
                                Form DesignerHR
                                Mobile Forms
                                Card FormsFoodOffline Forms
                                Assign FormsPhotographyMobile Forms Features
                                Translate FormsReal EstateKiosk in Mobile Forms
                                Electronic Forms
                                Drag & drop form builder

                                Notification Emails for FormsAlternativesSecurity & Compliance
                                Holiday FormsGoogle Forms alternative GDPR
                                Form to PDFJotform alternativeHIPAA Forms
                                Email FormsFormstack alternativeEncrypted Forms

                                Wufoo alternativeSecure Forms

                                TypeformWCAG


                                      All-in-one knowledge management and training platform for your employees and customers.

                                                Create. Review. Publish.

                                                Write, edit, collaborate on, and publish documents to different content management platforms.

                                                Get Started Now




                                                                  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


                                                                        • Desk Community Learning Series


                                                                        • Digest


                                                                        • Functions


                                                                        • Meetups


                                                                        • Kbase


                                                                        • Resources


                                                                        • Glossary


                                                                        • Desk Marketplace


                                                                        • MVP Corner


                                                                        • Word of the Day


                                                                        • Ask the Experts


                                                                          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 Demo

                                                                                                            Get a personalized demo or POC

                                                                                                            REGISTER NOW


                                                                                                              Design. Discuss. Deliver.

                                                                                                              Create visually engaging stories with Zoho Show.

                                                                                                              Get Started Now








                                                                                                                                  • Related Articles

                                                                                                                                  • Adding custom user profile fields to certificates

                                                                                                                                    In Zoho Learn, course certificates can be personalized with values from a learner’s user profile. This lets admins include details such as department, designation, or other custom profile information directly on the certificate. To add a custom ...
                                                                                                                                  • Adding users to portal

                                                                                                                                    Once your portal is set up and published, you can start adding users to it. Hub admins can invite users to the portal through individual email addresses, upload a CSV file to import multiple users, or by allowing external user signups. Inviting users ...
                                                                                                                                  • Adding and managing courses in your portal

                                                                                                                                    You can share the courses in your hub with the users in your portal and specify access conditions. To add a course to portal: 1. Navigate to the portal from Manage Portals under the Custom Portal tab. 2. Go to the Courses tab and click Add Courses. ...
                                                                                                                                  • Adding and managing manuals in your portal

                                                                                                                                    You can share the manuals in your hub with the users in your portal and specify access conditions. To add a manual to portal: 1. Navigate to the portal from the Custom Portal tab. 2. Go to the Manuals tab and click Add Manuals. 3. Select the manual ...
                                                                                                                                  • Managing courses in your hub

                                                                                                                                    Enabling or disabling a course To enable or disable a course: Go to the Manage Courses tab. Enable or Disable the course from the list of courses. Deleting a course To delete a course: Go to the Manage Courses tab. Click the More options icon () on ...
                                                                                                                                    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