Tip #34: Hide sensitive fields with field-level security in Qntrl's cards

Tip #34: Hide sensitive fields with field-level security in Qntrl's cards




With Cards in Qntrl, you can create tasks wherein an individual user or team can refer information about the task and ensure everyone with access to the card is well-informed about the card details. However, it can certainly be possible that not all card details need to be accessible to all users in the organization.
 
To ensure that the sensitive and private details are not shared with all user profiles (who have access to the card), you can restrict the level of access for users in your organization. Fields can be moderated on what the user can access, read, and edit based on the profile. 

Who can do this?
Any user with access to Settings in their Qntrl account will be able to perform modifications in the Profile tab.
 
Tip!
To provide Settings permission to a profile, you can do as shown in the screenshot. Navigate to a specific profile and enable the Settings permission in order to allow the users of that profile to access Settings in their Qntrl account.




Who cannot view the fields?
The users in profiles for which the fields are hidden cannot view the fields. However, note that the profile with Admin privileges will be able to view all the fields in all forms.  
 
 
How to provide field-level permission?
Field-level permissions can be given in two ways inside Qntrl.

  1. Provide profile-based permissions  throughout the organization.
    2.  
    In this case, if fields are hidden for 'Staff' profile, all the users associated with this profile will not be able to view fields like 'Medical bills to be claimed', 'Email Id', 'Vendor Details' throughout cards of all orchestrations.
     




  2. Provide orchestration-based permission only to cards of specific orchestrations.
 
In this case, if field is hidden for 'Staff' profile, all the users associated with this profile will not be able to view field 'Medical bills to be claimed' only in 'Reimbursement Form' orchestration.

            


Which fields can be secured with 'Hide' permission?
Only custom fields can be secured with 'Hide' permission. Default fields cannot be hidden and will be visible to users throughout the organization. However, read/edit permissions are subjective to the default fields in cards.
 
You can provide field-level permissions to:
Restrict users from editing specific data entered only during a signup or onboarding process.
Hide specific custom fields in the order process workflow like ‘Invoice amount’, ’Social security number’, etc.
Provide read-only access to ‘Staff’ profile while collecting information during signup that only an admin can change.
Provide read-only access to ‘Hiring managers’ for Position and Candidate fields.
Hide minimum and maximum pay from standard employees and interviewers in the recruitment workflow.
 
If you haven’t already tried these options, before you start, enable the right permissions for each profile and specify the kind of permissions you want for users with each profile, and save your settings. This article specifically deals with ‘Hide’ permission. You can similarly use the field-level permissions for ‘Read/Write’ and ‘Read Only’ permissions.

 

Let us know how this feature is helpful in your organization. Visit our help center to get detailed insights into Qntrl and onboard faster.    

 

 


    • Sticky Posts

    • Tip #21: Increase user engagement using dynamic email content and attachments in Orchestly

      Businesses often send out bulk emails like weekly newsletters, monthly event updates, promotional emails, surveys, beta access emails, product reviews, seasonal greetings, and so on. Even as the gist of these emails remain constant for all recipients, personalizations capture the audience’s attention and help brands connect with them.   Orchestly’s email templates allows you to draft and send dynamic emails with personalized content and attachments to internal and external users. Email templates

    • Qntrl's 2023 year in review

      This year has been all about analyzing our customer feedback and building a resilient and solution-driven product from it. As a result of this work, we're happy to announce that a whole new version of Qntrl is getting ready for release soon. This new

    • Tip #61: 5 different ways to create Cards in Qntrl

      Qntrl supports an array of features that covers everything required for business orchestration, from process automation to business advancement. Cards, being the elemental feature of Qntrl, record all the details of a particular task from the beginning

    • Tip #17: Stay informed of significant business impact using Orchestly

      With remote working becoming the new norm, leaders across sectors need to stay updated of their business performance in the market to aid business decisions. Instead of awaiting virtual meetings from sales and finance heads to put forth the business status, organization leaders can themselves dig into the system to keep an eye on their revenue generating customers or set up notifications to monitor major updates.   Orchestly recognizes such requirements and provides adaptable solutions for all business

    • Onboard faster with Orchestly's Tutorials

      We are actively rolling out new learning materials to assist our customers onboard at ease and automate their processes effortlessly. On that front, we recently launched Tutorials for Orchestly.   Tutorial is a step-by-step guide to help users familiarize the concepts of Orchestly and automate simple processes right from scratch. We’ve documented 3 such business processes viz. Order Manufacturing, Product Implementation, and Change Management.   We're looking forward to document more customer-centric

    • Recent Topics

    • Interview booked through Invite but no Notifications

      We have a workflow that was developed through a developer/partner that was tested and worked. Today, we pushed a candidate through the process and invited them to an in-office interview. They were sent the booking link (as usual and as tested before successfully)

    • Additional Address - Company Name

      It would be very helpful to have a "Company Name" field in the Additional Address shipping section.  In a situation where you drop-ship orders to a different address or different company entirely, it may be necessary to list the company name of the receiver. I understand that the Attention field can be used for that purpose, but that's not really the intended purpose of that field.

    • Incorrect Email Notifications for Product Reviews

      Dear Zoho Commerce Support Team, I am writing to report a technical issue that occurs frequently on our platform. Problem Description: We regularly receive email notifications informing us of new product reviews awaiting approval. However, when we access

    • In App Auto Refresh/Update Features

      Hi,    I am trying to use Zoho Creator for Restaurant management. While using the android apps, I reliased the apps would not auto refresh if there is new entries i.e new kitchen order ticket (KOT) from other users.   The apps does received notification but would not auto refresh, users required to refresh the apps manually in order to see the new KOT in the apps.    I am wondering why this features is not implemented? Or is this feature being considered to be implemented in the future? With the

    • How to Rank Tables by Row Count in Descending Order

      I am trying to understand the consume of lines that grow up so fast in the last week. Is there any way to create a pivot table or query to get TABLE NAME LINES in descending order?

    • Can we do Image swatches for color variants?

      We want to do something like the attached screenshot on our new zoho store. We need image swatches instead of normal text selection. We want to user to select an image as color option. Is this doable? I don't see any option on zoho backend. Please h

    • Export your notes from Notebook!

      Dear users, The long awaited feature is now live. Yes, you can now export your notes from Notebook app in bulk. But the feature has just started with web app alone for now. You can try the export feature as mentioned below: Go to our web app, https://notebook.zoho.com Go to 'Settings' > 'Export' Now, select the format: You can select either ZNote or HTML Once done, you can use the same to import or can have this a local backup of your notes. Note: Export for other platforms are in development and

    • Canva Integration

      Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,

    • Prepopulating Fields

      Hello, I have a form (Assets) with 2 lookup fields: Client (from Clients) Site (from Client Sites) I modified the code (highlighted in red below), so the Site dropdown shows the list of sites related to the Client. must have Client_Site ( type = picklist

    • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

      Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

    • REPORT THAT SHOWS SOH FOR ITEMS THAT HAVE ZERO SALES

      When we started Zoho we imported a lot of inventory lines directly off our suppliers price list and have never ordered / sold. I want to clean up our data base and remove all these lines. What reeport will show me what lines have zero sales as well as

    • Automation series : Close all tasks once the project is completed

      When a project is marked as Completed, it might still have open tasks such as recurring tasks that were not marked as complete, tasks that are no longer relevant, or tasks that no longer need attention after closure. To ensure the project reflects its

    • Converting Sales Order to Purchase Order

      Hi All, Firstly, this code works to convert a sales order(SO) to a purchase order (PO) via a button, however I am running into an issue when I convert the SO where the values from the line items are not pulled across from the SO to the PO. The ones in

    • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

      The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest update

    • Horrible Connectivity!

      I have used Meetings several times, but most of the time the connection is horrible. The video freezes, the audio freezes, and we end up cancelling the meeting. I am on a high speed internet connection, and Zoom works fine, so I know it's not a problem

    • Is it really true that I can't set the default 'deposit to' account in 2025?

      I've been using Books for 7 years and the default account has never been a problem. I usually manually reconcile invoices and have never had a thought about which account. It has always been my account. However, I recently noticed that for the past 4

    • Zoho DataPrep switching Date Format

      When using a pipeline that is importing Zoho Analytics data into Zoho DataPrep, the month and day of date fields are switched for some columns. For example, a Zoho Analytics record of "Nov. 8, 2025" will appear in Zoho DataPrep as "2025/08/11" in "yyyy/MM/dd"

    • Using Another Field Value for Workflow Field Update

      I'm trying to setup a Workflow with a "Field Update" action on the Lead module, but I would like the new value to actually be taken from a DIFFERENT Field's on the Lead record (vs just defining some static value..) Is this possible? Could I simply use

    • Tax information

      Hello, I need help/guidance on how to add my organization's Tax/VAT information. Thank you Pavly

    • Build smarter Guided Conversations with Fork Blocks

      When your customers arrive on your support channel, they're not there to explore. They are usually confused and stuck while trying to fix something important. We understand how stressful that moment can feel and we want your bot to make things easier,

    • Custom item field won't allow decimal.

      Hello, I have a custom item field that needs to be able to have a value with a decimal place such as 6.7 or 6.18. I have tried custom formatting the input format but can not get the correct syntax to allow this. Is this possible in Zoho?

    • Free webinar: Zoho Sign unwrapped – 2025 in review

      Hey there! 2025 is coming to an end, and this year has been all about AI. Join our exclusive year-end webinar, where we'll walk you through the features that went live in 2025, provide answers to your questions, and give you a sneak peek on what to expect

    • HubSpot CRM to Zoho Creator Integration

      I'm trying to create an integration between HubSpot CRM and Zoho Creator with HubSpot being the push source (if a contact is created or updated in HubSpot, it pushes the information to Zoho Creator). I have two questions: 1- Is it best to use Zoho Flow

    • Zoho Sign - Zoho CRM extension upgrade

      Hi everyone, We've updated Zoho Sign extension for Zoho CRM with significant internal changes. Impact on existing Zoho Sign extension users Users using the extension without customization If you are using the integration without implementing Zoho Sign's

    • Custom Fields

      There is no way to add a custom field in the "Timesheet" module. Honestly, the ability to add a custom field should be available in every module.

    • Gain control over record sharing with portal users through our new enhancement: criteria-based data exposure

      Dear Customers, We hope you're well! Portals is a self-service avenue through which your clients can access and manage their direct and related data in Zoho CRM. This empowers them to be more independent and enables them to experience a sense of transparency

    • Best-practice setup in Zoho One for managing combined candidate pools and exporting anonymised CVs

      We are new users of the Zoho One bundle and operate a consulting and engineering company. Our workforce model includes a mix of permanent employees, active job applicants, and freelance/independent consultants. All three groups need to be searchable,

    • Meet Canvas' Grid component: Your easiest way to build responsive record templates

      Visual design can be exciting—until you're knee-deep in the details. Whether it's aligning text boxes to prevent overlaps, fixing negative space, or simply making sure the right data stands out, just ironing out inconsistencies takes a lot of moving parts.

    • hard-bounced email list

      Hi, Below pops up when I try to send an Email to some of my customer. Please guide me how to take it out from hard-bounced list? I am not sure how they were marked in hard-bounced list

    • Register the 'Contact Role' addition and change as a Potential edition so it can trigger Workflows

      We are trying to use "Contact Roles" in Potentials. Contact Roles are special and different than the other Related lists, so, it may have a special behavior. Something to keep in mind is that you will never have 100 Contact Roles as you can have 100 Tasks, Calls, or any other Related list. In our case we will have 2 in average and up to 4 or 5 maximum. The problem is that we need to bring information from 3 key Contact Roles to the Potential and adding a Contact to the Contacts Roles area never trigger

    • How to check task starting time in zoho mobile app?

      I am using the Zoho mobile app on my iPhone, and I am not able to see the task's starting and finishing times. When opening the Task information / Details, I can only see the Task start date and due date, but not the time. Is there any way to check a

    • Can I change the format of the buttons in the email templates?

      Hi all! We have been working hard trying to brand our email templates, and have some way to go yet. One of the things we can't seem to edit is the green ${Cases.CUSTOMER_PORTAL_BUTTON} button and the font of the View Ticket text. Is there any way of doing

    • Best practice to structure reporting to include events covering multiple months / quarters.

      Hi, I'm new to Zoho, have some experience of more "enterprise" tools, looking for some input from the community. I'm looking to create a report that includes events that cover a long period, each event has a start / end date and I'm struggling undertanding

    • Marketing Tip #11: Turn features into benefits that sell

      We all love talking about our products, but here’s a secret: customers don’t just buy features, they buy benefits. Instead of just saying "Made from 100% organic cotton," try "Soft, breathable comfort that lasts all day." Benefits tell shoppers how your

    • Zoho Sheet - Printing - Page Breaks and Printing Customization

      I think the title is descriptive enough in that I cannot find help documentation on a simple task of adding in page brakes for separating pages on print. Thanks

    • Synchronise item image between Zoho Commerce and Zoho Books/Inventory/CRM

      Here is a blindingly simple idea to tie several Zoho products together. Zoho - please include a method to synchronise the item image (or images) from one Zoho application to another. For example, if you upload an item image in Zoho Inventory, a user should

    • How do I migrate from zoho mail to Office 365?

      The manual migration of Zoho Mail to Microsoft 365 typically requires using IMAP to move emails and configuring Microsoft Outlook to sync Zoho Mail. This approach can be error-prone, especially if there are multiple accounts or large email archives. Moreover,

    • New Update: Convert External Users in Bulk in Zoho Directory

      Greetings to all Zoho Directory users out there! We’re excited to introduce a new update that makes user management in Zoho Directory even more efficient; you can now convert external users in bulk! Earlier, admins could convert only one external user

    • New Update: Convert External Users in Bulk in Zoho One

      Greetings to all Zoho One users out there! We’re excited to introduce a new update that makes user management in Zoho One even more efficient; you can now convert external users in bulk! Earlier, admins could convert only one external user at a time.

    • How to edit form layout for extension

      I am working on extension development. I have created all the fields. I want to rearrange the layout in Sigma platform. But there is no layout module in Sigma. How can I achieve this for extensions other than Zet CLI and putting the fields into widget

    • Next Page