Private Fields

Protect sensitive data by restricting certain fields to only specific users or roles.

What is a Private Field?

Private Fields conceal sensitive information from everyone except a select group of users. They allow you to protect specific data within an Item, enhancing security without disrupting your users' workflow.

Example of a Private Field

The content of Private Fields is not indexed in search results.

Important: Contact your Customer Success Manager to make a field private!

Viewing Private Fields

Who can view Private Fields?

Access to a Private Field is determined by its unique configuration. For each Private Field, specific users, Team Roles, or System Roles can be granted permission to view it.

To view a Private Field, you must either:

Be one of the specific users, Team Roles, or System Roles granted access to the field or
Have "Private Fields Administrator" in your System Role Permissions.

Pro Tip: If you have questions about who can view a particular field, contact an administrator from your organization or submit a support ticket to our team.

How to view a Private Field

Private Fields are only displayed in the Item Work Panel and Item List columns. They are not displayed:

While editing an Item's Details
While editing an Item's panel
On the Create, Assign, or Complete Screen
In Item Lists in Hierarchy or Detail View

Regardless of your permissions, the content of Private Fields is always hidden by default. Click the field to reveal its content.

While viewing the field, you can select it again to hide the content.

Pro Tip: The contents of Private Fields are not indexed in search results.

What will I see if I can't access a Private Field?

If you cannot view a Private Field, no information will be displayed when you click it, nor will the field contents be present anywhere in the data returned to your browser. When you hover over or select the field, a tooltip will appear, notifying you that the information is private and you do not have the necessary permissions to access it.

Editing Private Fields

Who can edit Private Fields?

To edit a Private Field, you must have permission to view the Private Field as described above and have permission to edit the Item.

How to edit a Private Field

Private Fields can only be populated by in-line editing the Field in the Item Work Panel. They will not appear when you edit the Item's Details, the panel, or any other window, such as the Create, Assign, and Complete Screens.

To edit a Private Field:

Select the field to reveal its contents.
Select the current entry to update it.
Select Save.

Can you export Private Fields?

You can export the contents of Private Fields through XLSX exports and the JSON Item API.

If you export an Item or Item List to XLSX, you must have the Private Fields Administrator permission in your System Role. If not, the cells will be blank.
If you export an Item or Item List through the JSON Item API, your API Key must have the Private Fields Administrator permission in its System Role. If not, the Private Field will be omitted.

Note: The contents of Private Fields are not included in PDF exports. You will only see the Field's label with "Private" beneath it.