You use field restrictions to require, protect and/or hide fields in the software. When you set up a field restriction, it is used wherever the field is available, not just the screen where you set up the field restriction. The following field restrictions are available:
- Require - You must enter information into the field before you can save the screen.
- Protect - The field appears as a view only field. You can see the information but cannot change it.
- Hide - The field does not show but the field is available on the screen layout in the theme.
Field restrictions are set on the role level so they are used regardless of which theme a user is using.
To set up field restrictions from a screen:
- Navigate to a page or window that has the field for the field restriction. For example, the Add Event window or Add Account window.
- Click the Edit Layout link in the lower right corner of the screen. The Edit Layout window opens.
- Hover over the field you want the field restriction.
- Click the Field Restrictions (lock) button. The Field Restrictions page opens.
- Click the Add button. The Add Field Restriction window opens.
- Select the role(s) for the field restriction from the Role drop-down.
- Select the type of field restriction:
- Require - The user must enter information into the field before the user can save the screen.
- Protect - The field appears as a view only field. The user can see the information but cannot change it.
- Hide - The field does not show on the screen.
- Click OK.
To set up field restrictions from a role:
- Click the Roles button from the Main Menu. The Roles page opens.
- Select the role for the field restriction.
- Right-click and select Edit. The Edit Role window opens.
- Select the Field Restrictions tab.
- Click the Add button. The Add Field Restriction window opens.
- Select the area of the software for the field restriction from the Subject drop-down.
- Select the field for the field restriction from the Field drop-down.
- Select the type of field restriction:
- Require - The user must enter information into the field before the user can save the screen.
- Protect - The field appears as a view only field. The user can see the information but cannot change it.
- Hide - The field does not show on the screen.
- Click OK.
Field Restrictions with Multiple Roles
Sometimes you may have a user who is assigned to more than one role and each role may have its own field restrictions. If there are field restrictions on the same field for multiple roles and those roles are assigned to a user, the least restrictive field restriction is used for the user. See below for a list of field restrictions from least restrictive to most restrictive:
- Required
- Shown/Open (This is basically “no field restriction” assigned)
- Protected
- Hide/Don’t Show
Examples:
- A user is assigned to Role A and Role B. Role A has a field restriction to Hide a field and Role B has no field restriction on that field. The user is able to see this field since the Shown/Open option is less restrictive than the Hide/Don't Show option.
- A user is assigned to Role C and Role D. Role C has a field restriction to require a field and Role D has a field restriction to protect that field. The user is able to edit the field and the field is required for the user since the Required option is the less restrictive than the Protected option.
Comments
15 comments
I am working on field restrictions and when I go to add, my only choice is Hide, I do not have the Protect or Required options. How do I get to see all 3 options on the add screen?
0 upvotes
Hi Joey,
What field are you trying to set up for the field restriction? There are some fields that don't have all the options (for example, you can't take off a require from a field Ungerboeck requires) but want to make sure this is the case for you.
Thanks!
Maggie
0 upvotes
Hey Maggie,
On our event edit screen, only certain roles are allowed to enter the information so I am trying to protect those fields from the other roles but all roles need to be able to see the information.
Screen shots below:
0 upvotes
Hi Joey,
The field you are restricting is a non-editable field so that is why you don't have the Require or Protect options and you only have the Hide options. If you try to restrict an editable field, like Class, then you see all three options.
Thanks!
Maggie
0 upvotes
Hi,
In the first screen print (the Edit Event screen), the Primary Coordinator Name field is only a display. This means that the field isn't editable for anyone. Is anyone in your organization able to edit this field?
I think the field you are looking to restrict is the Coordinator field (this could be called something different in your system since you can customize your field names - this can make it a little more tricky:)). The Coordinator field is a drop-down on the Edit Event screen if someone can edit it:
And to set up a field restrictions for this field, it looks similar to this:
If I protect this field for a role I'm in, then the Coordinator field looses the drop-down arrow and becomes a lighter gray to indicate I can't change it.
Check with your managers to see what field they are updating on their screen and see if it matches the field you are trying to set the field restriction on.
Let me know how it goes forward - happy to continue helping to get it worked out!
Thanks,
Maggie
0 upvotes
That was it, thank you for the help!!
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Awesome! Let us know if there's anything else we can help with!
0 upvotes
We have some users that have multiple roles. If we hide a field for one of the roles, do they still see it because of the other roles?
Is there a possibility to show this field only to users with a certain role? instead of having to exclude all other roles?
0 upvotes
Hi Elisabeth,
When there are field restrictions set on multiple roles, then the least restrictive field restriction "wins." The field restriction options are defined below as least restrictive to most restrictive.
Options (Listed Least Restrictive to Most):
1 – Required
2 – Shown/Open (This is basically “no field restriction” assigned)
3 – Protected
4 – Hide/Don’t Show
So if you have a user with two roles and one has the field hidden and the other has no field restriction, then the field will show since that is considered the least restrictive.
I am going to also add this information to the article to further clarify how field restrictions on multiple roles works.
If you have any more questions, please don't hesitate to ask!
Thanks,
Maggie
0 upvotes
How do we REMOVE a "Required" option if we don't need it anymore??
1 upvotes
0 upvotes
Hi Sean, I don't want to remove the field, I just want to remove the "required" part of the field. I don't want it to be required, we just want it to be optional.
Thanks
0 upvotes
Yes, those are the steps to do that. The row being deleted is the instruction for Hide/Show/Protect for User/Role. Not to delete the field.
0 upvotes
Hi Sean,
It seems we don't have the "Show" option. This is one we are trying to fix, and it only give me an option to "ADD" a restriction even after it HAS a restriction attached already.
0 upvotes
Nina Dennison,
You have selected to Edit Multiple and Set the Dates and Times. When you do this, the fields are mandatory as this is what you have selected to update.
You cannot modify the required fields on the Edit Multiple window.
0 upvotes
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