Search

Ask me anything

Custom Field permissions

Safeguard important Custom Field information. Choose who can interact with individual Custom Fields to safeguard internal client notes, sensitive project information, and more.

You can set permissions for everyone in your Workspace and use exceptions for specific people, Super Agents, and Teams!

Screenshot of Custom Field permissions.png

What you'll need

  • Custom Field permissions are available on the Business Plus and Enterprise Plans.
  • If a Custom Field doesn't have permissions set, any user role with the Manage Custom Fields custom role permissions can set exceptions or make it private.
  • If someone other than the Custom Field creator makes a field private, the creator will retain access to the field.
  • Workspace owners can allow admins to manage private Custom Fields on the Enterprise Plan.

Custom Field permission types

There are five types of Custom Field permissions.

Custom Field permission Description
Workspace Default Each person's user role and that role's custom role permissions setting determines their level of access to the Custom Field. This is the default when no permission is selected for a Custom Field.
Can edit People, Super Agents, or Teams with this permission level can edit the Custom Field and set its values on tasks.
Can set People, Super Agents, or Teams with this permission level can set the Custom Field's values on tasks. They can't edit the Custom Field.
Can view People, Super Teams, or Teams with this permission level can see the Custom Field, but cannot set its values or edit its description.
Private Only people and Super Agents added in the Exceptions section can see private Custom Fields. Private Custom Fields are hidden from everyone else.

Have questions? Read our Custom Fields permissions FAQ!

Permissions

Set a permission level for your Custom Field. Everyone in your Workspace will have this permission unless someone with the Manage Custom Fields custom role permission overrides it for specific people and Super Agents using exceptions.

To set permissions for a Custom Field:

  1. In the Custom Field Manager, click the field name.
  2. In the right sidebar, click More settings and permissions.
  3. Click the Permissions dropdown and select a level.

Screenshot of the permissions dropdown .png

Exceptions

Set overriding Custom Field permissions for specific people, Super Agents, and Teams. Exceptions always override the field's permissions and the person or Team's role-based permissions.

For example, members typically cannot edit Custom Fields. If an admin or owner sets a member's exception to Can edit for a Custom Field, they will now be able to edit that field.

Custom Field creators retain access to the Custom Fields they create, even if their user role changes.

Set exceptions for an existing field

To set a new exception for existing Custom Fields from the Custom Field Manager:

  1. Click a field to open the editor sidebar.
  2. Click More settings and permissions.
  3. Click Add exception.
  4. Search for and select the person, Super Agent, or Team. They will now be listed in the Exceptions section.
  5. To the right of their name, click their current permission level and select a new one.

Set exceptions for a new field

You can also set exceptions when creating a new Custom Field from List or Table view.

Make a Custom Field private

Make an existing Custom Field private and share it with specific people and Super Agents. The field will only be visible in tasks and views to people and Super Agents with explicit permission.

To make an existing Custom Field private from the Custom Field Manager:

  1. Click a field to open the editor sidebar.
  2. Click More settings and permissions.
  3. Click the lock icon.
    Screenshot of the lock icon.png
  4. Existing exceptions are unaffected. Update any that you wish to change.

 If someone other than the creator makes a Custom Field private, the creator will retain access to the field.

Sort, group, and filter tasks by private Custom Fields

People and Super Agents with permission can group, sort, and filter tasks by private Custom Fields in their views.

If the view is saved, people and Super Agents without permission to the private field will not see the grouping, sorting, or filtering affect their view.

If someone without permission to a private field changes and saves a view that is grouped, sorted, or filtered by the private field, the view will lose the private field grouping, sorting, or filtering.

Use private Custom Fields with Forms

People and Super Agents with permission can add Private Custom Fields to Forms. The private field will be visible to anyone completing the Form.

People and Super Agents in your Workspace without permission will see a placeholder for the Custom Field when editing the Form.

Use private Custom Fields with Automations

People and Super Agents with permission can use Private Custom Fields in Automations.

People and Super Agents without permission will see a placeholder for the Automation when managing Automations.

Use private Custom Fields in Formulas

You must have access to all of the fields used in Formulas to see the results. If a private field that you don't have access to is used, you won't see results.

Allow admins to manage private Custom Fields

On the Enterprise Plan, Workspace owners can allow admins to manage private Custom Fields in their advanced permissions settings.