Share custom fields

Transcript

Like custom forms, custom fields can be shared system wide or with specific users. By default, when a custom field is created and then saved, it is shared with everyone and Workfront. They can not only view, but for those with a higher access level, can make changes to that field. With that in mind, changing who can view and edit a custom field is vital to have better governance and consistency in how information is tracked and entered in Workfront. Those changes are done through the sharing feature.

There are two ways to share an individual custom field. The first is if you’re in a custom form already. The other is if you’re in the Fields area of the Custom Form section.

If you’re in the custom form already, click on the field in the form.

Then click Share in the Edit panel.

In the Share Field window, go to the “Who has access” dropdown and select the desired option. Which option you select depends on any governance regulations set by your organization, and how you would like to maintain consistency in the information you’re capturing and reporting on.

The strictest option is “Only invited people can access”. If this option is selected, enter the names of the users, teams, roles, groups, and/or companies you would like to give access to.

In addition, you can modify the permissions even further by stating if they can edit the field or simply view it. When done, click Save.

Now, if you’re in the Field section of the Custom Forms area, find the field in the list of available fields.

Check the box next to the field. Click the share icon.

From the Custom Field access window. Enter the name or names of the people, teams, roles, groups, and/or companies you would like to share this field with.

It’s either the “Editable System-Wide” or “Visible System-Wide” options appear, you can change that by clicking the gear icon and selecting to remove it.

Now, if you’ve created several fields that are specific to your team or department and shouldn’t be shared with everyone, you do have the ability to change the sharing and permissions of multiple fields all at once through the sharing feature. To do that, make sure you’re in the Fields section of the Custom Forms area. Then check the box next to each field you would like to edit the sharing for.

Click the share icon. From the Custom Field Access window, enter the name or names of the people, teams, roles, groups, and/or companies you would like to share these fields with. When done, click Save.

By editing the sharing and permissions on an individual field or several fields all at once, you’re able to keep better consistency in the information being entered and tracked in Workfront.