Tip #40 - Control entity and field permissions using profiles

Tip #40 - Control entity and field permissions using profiles


Building profiles using permission sets equips you with the ability to permit and restrict data access to members belonging to those profiles. Creating different profiles with different combinations of permission sets allows you to set a hierarchical order of data access within the organization.

Although the default profiles come with well-defined permissions based on the user profile, you can alter them further to best suit the requirements of your organization.

Permissions are categorized as Entity Level and Field Level permissions. Learn more

Example

Let's assume you are a software development firm. Your team members include project managers, team leads, developers, testers, designers, sales persons, marketers, and many more. Let's say you have client details in your work items that you do not want to reveal to your developers, testers, and designers. You can navigate to their profile permission pages and hide the fields that relate to the client information. Following this, only those users with profiles that are not the mentioned three profiles will be able to view client related fields. This can ensure your client information is accessible only to relevant users.

Similarly, you've got client users in your workspace and you need to share with them the progress of the project without having to reveal all the data in your workspace. You can navigate to their profile page and enable entity level view access to specific modules like the backlog, sprint board, reports, and dashboards. Users with that profile will only be able to view the data in the said modules. So, the rest of your workspace data is secure.

Where can I define entity permissions?

  • Navigate to the settings page, Profile under Users section, and click the profile to modify the permissions. Select Entity Level Permission in the required module and enable or disable access based on the requirement.
  • Or, create a new custom profile and click the profile to go to the permission settings page.

Where can I define field permissions?

  • Navigate to the settings page, Profile under Users section, and click the profile to modify the permissions. Select Field Level Permission in the required module and set the actions that the user of that profile must possess.
  • Alternatively, navigate to Layouts and Fields section under Customization in settings. Open the required layout and hover over a field. Click the Edit field permission icon and go to the profile permission window of that field. Modify the edit, view, and hide field permissions for the required profiles. This permission will be applicable to all the members belonging to those profiles. Learn more
  • Or, navigate to the Available Fields tab in the Layouts and Fields section. Hover over the required field and click Set Permissions. The profile permission window of that field will appear for you to make modifications. Update the permissions for the required profiles.
Note: The configured field permissions will be applied to all the layouts that contain this field. For instance, if you have hidden a particular field for a user profile called "Marketer", users belonging to that profile will not view that field in any of the layouts that the field is used.

Available Plans

  • Entity Level Permissions- Elite, Premier, and Zoho One

  • Field Level Permissions- Premier and Zoho One


    • Sticky Posts

    • Tip #28 - Plan less and deliver more using WIP limit in Zoho Sprints

      Hello, It's been a while since we met with a quick, interesting tip. As the saying goes, "Too much of anything is good for nothing", today the focus is on delivering your outcomes with the right amount of planning. Your plan should be practical, calculative, and achievable for driving a qualitative success.    Laura's plan   Laura has a habit of planning her project deliverables before assigning work to her team-mates. Once the plan is finalized, she schedules a general meeting with her team and

    • Tip # 3- Working on the Scrum board

      Continuing from our Tip #2 on leading to a sprint, let's see how to manage the work items on the Scrum board.  Once you start the sprint your work items are automatically displayed on the Scrum board where you will actually manage the work items. It is a snapshot of the backlog items identified for the current sprint.    The layout of the Scrum board Simply put, the scrum board is just like a physical board with sticky notes on which the work items of the active sprint are displayed.  The scrum board

    • Tip#2- Leading you to a Sprint

      Product Backlog After the user stories are written and finalized, they are sorted to create the Product Backlog for the project during the Backlog Grooming meeting. This is a master list of all the work items that have been identified for the project and sorted by priority. Requirements are not constant during this period.The Product Backlog is dynamic and is an ongoing process. Every user story in the Product Backlog is customer centric. The Product Backlog includes: User centric stories based on

    • Tip #1- Why swimlanes?

      Lanes define a clear path to reach your destination. In Agile, swimlane is one such concept that sets a simple and clear process of the work that you do.   The concept of swimlane can be related to the pool, where the swimmers gather in their respective lanes to start off. Similar to the pool, work items are grouped in different categories. Each category is referred as a lane and is displayed in horizontal format. Swimlanes are effective in categorizing the work items with respective to specific

    • Recent Topics

    • Problem in Zoho POS frontend ERP.

      We are facing some difficulties in our billing and inventory processes and require your support to resolve them at the earliest. Customer Advance Payments We receive advance payments from customers for upcoming sales. Please guide us on how to record

    • How to create estimates/Invoices with sub-totals

      Every other accounting package can create estimates and invoices with Sub-totals. How can I do that in ZohoBooks?

    • Categorize Items with Item Headers

      Hello customers, Did you ever want to classify items based on specific categories to help your customers understand your invoice better? With the new Item Header feature, you can easily categorize items in your invoices and estimates and give them a common title.  Item Headers are available in the Invoices, the Recurring Invoices and the Estimates module. It can be carried forward from estimates to invoices at the time of converting the estimates.  To add an item header: Go to the Estimates, Invoices

    • Emails sent through Bigin are not posting in IMAP Sent folder

      I have set up my email to work from within Bigin using IMAP.  I am using IMAP so I can sync my email across multiple devices - phone / laptop / desktop / iPad / etc.  I want all my emails to populate my email client (outlook & iphone email) whether or

    • Painfully Slow Zoho mail

      Since yesterday Zoho Mail seems to have starting functioning very slowly and having a few bugs. It's slow to open mails, slow to send, slow to change between email accounts. Sometimes clicking on a particular folder (eg Sent folder) stops working and

    • Discount on the transaction level in POS

      "Is it possible to apply a discount on the total bill before tax in Zoho POS?" I want to apply a discount on the total transaction amount in Zoho POS, but the discount should be calculated before the taxes are applied. Is there an option to do this in

    • Create Tasklist with Tasklist Template using API v3

      In the old API, we could mention the parameter 'task_template_id' when creating a tasklist via API to apply a tasklist template: https://www.zoho.com/projects/help/rest-api/tasklists-api.html#create-tasklist In API v3 there does not seem to be a way to

    • Send Automated WhatsApp Messages and Leverage the Improved WhatsApp Templates

      Greetings, I hope all of you are doing well. We're excited to announce a major upgrade to Bigin's WhatsApp integration that brings more flexibility, interactivity, and automation to your customer messaging. WhatsApp message automation You can now use

    • Jobs at multiple locations

      Hi A lot of times we have same job open at multiple locations. So I would like an option where we can create a job and choose multiple locations. Currently we have to create individual jobs for each location. If we can create one job and mention multiple

    • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

      Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

    • Tag Adding Option in Kanban Card Customization Bigin CRM Mobile App

      I would like to request an option to add and display tags on Kanban cards in the Bigin CRM mobile app. This feature would make it easier to categorize deals and quickly identify priorities while working on the go.

    • Empowered Custom Views: Cross-Module Criteria Now Supported in Zoho CRM

      Hello everyone, We’re excited to introduce cross-module criteria support in custom views! Custom views provide personalized perspectives on your data and that you can save for future use. You can share these views with all users or specific individuals

    • Associating a Candidate to a Job Listing

      Hello, I am trying to use Zoho Forms embedded on my website for candidates to apply for a job opening. I want the form then to tie directly with zoho recruit and have the candidate be automatically inputed into Recruit as well as associated with the specific

    • Associating a Candidate to a Job Listing

      Hello, I am trying to use Zoho Forms embedded on my website for candidates to apply for a job opening. I want the form then to tie directly with zoho recruit and have the candidate be automatically inputed into Recruit as well as associated with the specific

    • WhatsApp Voice Message Sending Option in Bigin CRM

      I would like to request a feature that allows users to send WhatsApp voice messages directly from Bigin CRM. This would help improve communication efficiency and make it easier for teams to respond quickly to customer inquiries.

    • CRM: hosting a single html file in Zoho and displaying it as a widget

      I have seen that CRM offers the option of uploading a web project to Zoho itself and displaying it as a widget in CRM. The instructions then talk about setting a development environment with Node and developing an application to upload to Zoho. But I

    • How to change position button transtition of Blueprint?

      Hi Everyone, Look at my screenshoot, it is possible move the reject button to the right? I couldn't find that setting in the blueprint. Thank you.

    • Multi file upload

      Hi, I just wonder if one could upload multiple files in one shot, say between one and three files, without adding multiple File Upload fields? Thanks, Alalbany

    • Sorting Descending in a lookup

      I have a case number lookup on multiple forms. I need the most recent added to appear at the top of the lookup or as the list of cases grom it's too much to scroll. Is there a way to have a look up sort descending?

    • Importing customer comments and multiple shipto addresses

      I am evaluating Zoho Books and have most of my data imported with two exceptions: (1) Import customer comments - in my current system I have several comments of different types, and I need to bring these into Zoho. Preferably Books customer records, but

    • Auto-upload Creator Files to WorkDrive

      Hi everyone, I’m working on a workflow that uploads files from Zoho Creator to specific subfolders in Zoho WorkDrive, as illustrated in the attached diagram. My Creator application form has two multi-file upload fields, and I want—on successful form submission—to

    • Asap Widget 2.0

      Where's the documentation for the new ASAP widget? https://www.zoho.com/desk/developers/asap/#introduction this one is outdated How can we dynamically navigate between different views? How can we prefill ticket forms using ASAP 2.0?

    • Update date & time when a cell is edited

      Hi All, I am desiring to have a cell update with the current date and time when another cell is edited. Any ideas?  Thank you

    • Can the Trigger be changed?

      I'm afraid I already know the answer, but here goes... After activating a workflow (under Campaigns > Automations), Then later choosing to Edit the workflow, Can the Workflow's Trigger be changed? Currently the entire Trigger section + options are gone

    • Marketer's Space: Proven tips to improve open rates – I

      Hello Marketers! Welcome back to another post in Marketer's Space! In this week's post, we'll discuss the ever-important concept of open rates. This will be a multi-part series, as we have a range of topics to cover. Open rates—which measure the percentage

    • Creating Custom PDF Template from Form

      I am trying to create a custom PDF from form submissions. I have the standard subscription and it indicates that PDF forms are included. I cannot find anywhere to create PDF forms. I try to follow the instructions from here: https://help.zoho.com/portal/en/kb/forms/form-settings/pdf-settings/pdf-editor/articles/creating-your-own-pdf-template#Creating_your_template_from_the_scratch

    • Important Update: Facebook Metrics Deprecation & Impact on Zoho Analytics

      Dear Zoho Analytics users, Facebook has deprecated a set of metrics from the Facebook Pages Insights API, effective November 15, 2025. As a result, these changes will affect any reports and dashboards in Zoho Analytics that rely on Facebook Pages data.

    • Quick Copy Column Name

      Please add the ability to quickly copy the name of a column in a Table or Query View. When you right-click the column there should be an option to copy the name, or if you left-click the column and use the Ctrl+C keyboard shortcut it should copy the

    • Conditional Field Visibility in Bigin CRM

      I would like to request support for conditional field visibility within Bigin CRM. This feature should allow administrators to configure show/hide rules for fields based on predefined criteria (e.g., field values, picklist selections, stage changes,

    • Introducing Zoho MCP for Bigin

      Hello Biginners! We're excited to introduce Zoho MCP for Bigin, a completely new way of interacting with Bigin data using AI. With Zoho MCP, you can securely connect your Bigin account with popular AI agents like Claude, Cursor, Windsurf, and VS Code,

    • Introducing the Zoho Projects Learning Space

      Every product has its learning curve, and sometimes having a guided path makes the learning experience smoother. With that goal, we introduce a dedicated learning space for Zoho Projects, a platform where you can explore lessons, learn at your own pace,

    • MCP > Creator connection failing with Claude

      I'm trying to get claude to access any of my Zoho Creator apps and it keeps failing. I have enabled all tools for creator and ensured in claude settings that everything is authorised. Here is what claude says : Unfortunately, the error messages I'm receiving

    • Is it possible to sync data every 5–10 minutes in Zoho Analytics (CRM or Excel imports)?

      Hello Team, I want to know if Zoho Analytics supports near real-time syncing of data from different sources. My requirements: I am importing data from Zoho CRM → Zoho Analytics I also have some datasets maintained in Excel/CSV I want both data sources

    • Feature Request: Dynamic Dimension Control for zc_LoadIn Popups

      As detailed in this community discussion, Zoho Creator's zc_LoadIn parameter is a vital tool for opening components (forms, reports, or pages) in modal dialogs via HTML snippets, Notes, or Rich Text Fields. While powerful, this feature suffers from a

    • Subforms in stateless forms

      I think the title says it all. We need to be able to add subforms to stateless forms. Currently the only workaround is to create a Form and delete each record upon submission of the form. I need to build an interface to update our inventory. Basically

    • Text wrap column headers in reports?

      Is it possible to auto wrap column headers so that a longer multi-word header displays as two lines when the column is narrower than the width of the header title?

    • What’s New in Zoho Inventory — Latest Features, Integrations & Updates | December 2025

      Zoho Inventory has evolved significantly over the past months, bringing you smarter, faster, and more connected tools to streamline your operations. Whether you’re managing multichannel sales, complex fulfillment workflows, or fast-moving stock, our newest

    • Marketer’s Space - Multi-Channel Campaigns for the Biggest Shopping Week with Zoho Marketing Automation

      Hello marketers, Welcome back to another post in Marketers Space! The biggest shopping week of the year is almost here, and it’s your moment to shine without the stress. With Black Friday and Cyber Monday just around the corner, being present across email,

    • Pricing Strategies: #5 Stay local, Price & Sell Global

      Arun had always dreamed of taking his handmade craft business beyond his hometown. For years, he sold locally. Most of his customers are familiar faces, in our usual currency and with the exact expectations. But one day, a traveller visited his workshop

    • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

      Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

    • Next Page