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.

  • 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 Layouts and Fields.
  3. Add custom layout.
  4. Drag and drop a field from the New Fields panel into the layout area. 

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.  



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. 

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.
10
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. 

10
50 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.
10
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


You can add only 25 fields in a section. 

Add a single-line text

  1. Select the required module from Layouts and Fields.
  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.
  5. Set the field as MandatoryPII/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
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 Layouts and Fields.
  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 fromLayouts and Fields.
  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


  • 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 Layouts and Fields.
  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 Layouts and Fields.
  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 MandatoryPII/ePHI, or Encrypt .
  8. Click Create.

Add pick list

  1. Select the required module from Layouts and Fields.
  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 Layouts and Fields.
  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 decimal

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

Add date

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


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 Layouts and Fields.
  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.


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 Layouts and Fields.
  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 MandatoryPII, or Encrypt.
  6. Click Create.

Add email

  1. Select the required module from Layouts and Fields.
  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 Layouts and Fields.
  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.


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



Add Auto Number field

  1. Click the preferred modulunder Layouts and Fields.
  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.

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.

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. Click required module from Layouts and Fields.
  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. 

  • Check Box
  • Pick List
  • User Pick List
  • Multi Select

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. Click required module from Layouts and Fields.
  2. Select the layout.
  3. Choose the field that you want to modify. 
  4. Click   next to the field. 
  5. Click Delete.  

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

    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










                                    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

                                          Zoho Desk Resources

                                          • Desk Community Learning Series


                                          • Digest


                                          • Functions


                                          • Meetups


                                          • Kbase


                                          • Resources


                                          • Glossary


                                          • Desk Marketplace


                                          • MVP Corner


                                          • Word of the Day


                                            Zoho Marketing Automation

                                              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 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

                                                                                                      • Create and manage sprints

                                                                                                        Zoho Sprints enables you to run your projects in a series of short team projects that are sprints. A sprint in agile project management can be defined as the shortest span of time within which a select few tasks are completed. The completion of those ...
                                                                                                      • Create and manage projects

                                                                                                        A project in Zoho Sprints is a basic entity that houses the tasks, the process, and the goals for a particular venture in your organization. There can be multiple projects in your workspace. Create project Before creating your project, you need to ...
                                                                                                      • Data Encryption in Zoho Sprints

                                                                                                        Encryption is primarily used to safeguard the content of a message so that only the intended recipients can read it. This is done by replacing the content with unrecognizable data, which can be understood only by the intended recipient. Encryption ...
                                                                                                      • Create and manage timesheet

                                                                                                        Timesheet in Zoho Sprints is a useful to record and monitor the work hours for work items and sprints. It enables you to measure the completed work in terms of hours. Add log hours Adding log hours is synonymous with creating a timesheet. To add log ...
                                                                                                      • Zoho Sprints GDPR Compliance

                                                                                                        Data privacy and security are the core elements that every business should guarantee its customers with. Keeping this in mind, the European Union's General Data Protection Regulation (GDPR) came into discussion. It enforces all the businesses across ...
                                                                                                        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