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Manage Custom Fields

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Administrators can configure custom fields to display in workflow actions, forms, and lists by using case tables.

You can use custom fields in the following ways:

  • Workflow Actions: Capture information when an action is performed. See Manage Workflow Actions for more information.

  • Forms: If you need to use multiple custom fields in one or more workflows, you can group them in a form. See Forms for more information.

  • User Custom Fields: Gather additional information about users. See User Custom Fields for more information.

  • Project Custom Fields: Capture additional information about a project. See Project Custom Fields for more information.

  • Account and Contact Custom Fields: Capture additional information about accounts and contacts. See Accounts and Contacts for more information.

  • Case Lists: Include custom fields in case lists. See Case Table for more information.

Personal Data in Custom Fields

You can track changes and access to personal data in Workflow by marking the following types of custom fields as containing personal data:
  • Date
  • Email
  • Large Text
  • Number
  • Secure Text
    Personal data in Secure Text fields is treated as sensitive personal data.
  • Text
Personal and sensitive personal data fields can be used in any object that can contain custom fields, including Users, Cases, Contacts, Accounts, and Projects.

The System Auditing log tracks all changes to personal and sensitive personal data, and views of sensitive personal data. For more information about the System Auditing log, see System Auditing.

You can set a field as containing personal data on the Advanced tab of the Custom Fields  workspace. 

Custom Field Permissions

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When you create a new custom field, you can define user permissions. Only users that you choose will have access to those custom fields. Additionally, you can create custom fields that are available only for administrators, end users, or guest users.

When you configure permissions for a custom field, the permissions determine the access users have to the field on the case, whether the field is available when users edit columns in a case list, and whether the field is available on the Find Cases workspace.

To configure read and write permissions, go to Setup > Fields & Forms > Custom Fields > Action > Edit, then select the desired tab. In addition to setting permission, Workflow enables you to add a new permission group from either tab:

  • Read Permissions: Select the system roles and permission groups that will be able to view the new field.

  • Write Permissions: Select the system roles and permission groups that will be able to edit the new field.

You can also configure read and write permissions for a table controller, custom table controller, and container field type using the Form Designer in a workflow. When you add these custom field types to the workflow, you can edit who will be able to see and edit the custom field.

See Form Designer for more information.

Formatting Custom Field Types

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Workflow enables you to format custom field types to meet your needs. You can select the basic field type such as Date, Email, or Number, and applyXadvanced settings that will assign a default value, a minimum or maximum length, decimal format, and other properties.

You can also create regular expression validators, or use Workflow-delivered expressions that will ensure the input for a given field meets the formatting requirements you define.

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