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
- Navigate to the settings page.
- Select the required module from Layouts and Fields.
- Add custom layout.
- 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
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Single-Line Text field from the New Fields panel.
- Enter the Field Name, Minimum and Maximum length, specify the Default or Placeholder values.
- Set the field as Mandatory, PII/ePHI or Encrypt.
- Click Create.
- PII (Personally Identifiable Information) - The data given in this field refers to individual's personal information and it will be audited.
- 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
- 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,
- Single line
- Integer
- Decimal
- Email
- Percentage
- Currency
Add text area
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Text Area field from the New Fields panel.
- Enter the Field Name, specify Default or Placeholder value.
- Set the field as Mandatory.
- Click Create.
Add HTML
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the URL field from the New Fields.
- Enter the Field Name, specify Default or Placeholder value.
- Set the field as Mandatory.
- Click Create.
Add check box
- Select the required module fromLayouts and Fields.
- Select the layout.
- Drag and drop the Check Box field from theNew Fields column.
- Enter the Field Name.
- Enter the Option Value in Field Value and click Add.
- Select the Default Value from the specified values.
- 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
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Radio Button field from the New Fields panel.
- Enter the Field Name.
- Enter the Option Value in Field Value and click Add.
- Select the Default Value from the specified values.
- Click Create.
Add integer
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Integer field from the New Fields panel.
- Enter the Field Name.
- Specify the Maximum and Minimum count.
- Choose the Default or Placeholder Values.
- Set the field as Mandatory, PII/ePHI, or Encrypt .
- Click Create.
Add pick list
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Pick List field from the New Fields panel.
- Enter the Field Name.
- Add values to your pick list field. Enter the value and click Add Value or Add Group Name .
- Choose the Default Value .
- Click Create.
Add multi select
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Multi Select field from the New Fields panel.
- Enter the Field Name.
- Add values to your pick list field. Enter the value and click Add Value or Add Group Name.
- Choose the Default Value.
- Click Create.
Add decimal
- Select the required module from Custom Layouts and Fields.
- Select the layout.
- Drag and drop the Decimal field from the New Fields panel.
- Enter the Field Name, Minimum and Maximum length, specify the Default or Placeholder values.
- Choose the Default or Placeholder Values.
- Set the field as Mandatory, PII/ePHI, or Encrypt.
- Click Create.
Add date
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Date field from the New Fields panel.
- Set the Default Value.
- Click Create.
By default, you can set the default date to the work item's current date.
Add date and time
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Date & Time field from the New Fields panel.
- Set the Default Value.
- Click Create.
By default, you can set the default date and time to the work item's current date and time.
Add URL
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the URL field from the New Fields panel.
- Choose the Default or Placeholder value.
- Mark the field as Mandatory, PII, or Encrypt.
- Click Create.
Add email
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Email field from the New Fields panel.
- Enter the Default or Placeholder value.
- Mark the field as Mandatory, PII, or Encrypt.
- Click Create.
Add user pick list
- Select the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the User Pick List field from the New Fields panel.
- Select either Project Users or Selected Users in Enable Access.
- On click of Selected Users , search for the user name and click Add.
- Mark the field as Mandatory or PII.
- 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
- Click the required module from Layouts and Fields.
- Select the layout.
- Drag and drop the Boolean field from the New Fields panel.
- Enter the Field Name.
- Specify the Value 1 and Value 2. (You can mark any one of the values as Default.)
- Mark the field as Mandatory.
- Click Create.
Add Percentage
- Select the required module under Layouts and Fields.
- Select the layout.
- Drag and drop the Percentage field from the New Fields panel.
- Select either Default Value or Placeholder Value.
- On selection, provide the required data.
- Mark the field as Mandatory, PII/ePHI or Encrypt.
- Click Create.
Add Currency
- Select the required module under Layouts and Fields.
- Select the layout.
- Drag and drop the Currency field from the New Fields panel.
- Set the required values.
- Mark the field as Mandatory, PII/ePHI or Encrypt.
- Click Create.
Add Lookup
- Click the preferred module under Layouts and Fields.
- Select the layout.
- Drag and drop the Lookup field from the New Fields panel.
- Select the lookup module
- Mark the field as Mandatory if required.
- Click Create.
Add Formula
- Drag and drop the Formula custom field.
- Enter the name of your field.
- Choose a return type.
- Choose a function from the All Functions dropdown.
- You can either enter your own formula expression or create your expression using the provided fields.
- 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.
- Click the preferred module under Layouts and Fields.
- Select the layout.
- Drag and drop the auto number field field from the New Fields panel.
- Enter name for the field.
- Enter prefix value, if needed. The prefix will precede the number.
- Enter suffix value, if needed. The suffix will succeed the number.
- Get a preview of the value that will be generated.
- Click Create.
Note:
- Prefix and suffix can be text or numbers
- Enter {} to insert date format in prefix and suffix
- Select the Update existing records checkbox while updating the field to apply changes to the existing data.
- 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
- Click required module from Layouts and Fields.
- Select the layout.
- Choose the field that you want to modify.
- Click
next to the field.
- 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
- Click required module from Layouts and Fields.
- Select the layout.
- Choose the field that you want to modify.
- Click
next to the field.
- 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
- Click required module from Layouts and Fields.
- Select the layout.
- Choose the field that you want to modify.
- 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
- Click required module from Layouts and Fields.
- Select the layout.
- Hover over the field that you want to set permission.
- Click the Edit Field Permission icon. The profile permission window will appear.
- Select the permissions that you want to enable or restrict for the required profiles.
- Click Save button.
Alternatively, select the Available Fields tab in the Layouts and Fields section and click Set Permission to define field permission.
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