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.

You can add user fields to certificates. Know more about adding user fields to certificates.