Create and manage fields

Create and manage fields

Custom fields are the important aspect in shaping a layout. A layout is structured with a list of fields that are specific to your requirements. Once the user creates a layout they can start adding custom fields.   
  • Default Fields: The default fields are the standard fields that you view in the work item details form. 
  • Custom Fields: The custom fields are the new fields that you add either to your default section or new section. 

Default fields

Zoho Sprints has 10 default fields in each layout that cannot be modified or deleted from a layout. You can only reorder these fields. 
​Available Plan: Professional  

S.No
Default Fields
1.
Owner
2. 
Status
3. 
Epic
4. 
Item Type
5.
Priority
6.
Start Date
7.
End Date
8.
Duration
9.
Estimation Points
10.
Start After (This field is applicable only for the project templates.)

Custom fields

  1. Navigate to    in the upper-right corner.
  2. Click Work Items from Custom Layouts and Fields.
  3. Select the layout to add custom fields.
  4. Drag and drop a field from the New Fields panel into the layout area. 
What are new fields?

New fields are the custom fields that are available for each layout. You can drag and drop a field from these new fields. You can also view the count of each field at the upper-right end of each field.  


What are unused fields? 

Unused fields are the list of fields that are not used in the current layout but are available across the other layouts. By tracking the fields that are not used in the current layout, you can just drag and drop the fields that are predefined in the other layouts. 

Types of custom fields

Zoho Sprints offers 15 custom fields. 

Field Name
Description
Field Limit
Field Default Value Limit
Single-Line Text
Enter a one-line text.
50
150 characters
Text Area

Enter multiple lines of text. Press  Enter and add the text.

50
1500 characters
HTML
Copy and paste the HTML and CSS tags.
20
99999 characters
Check Box
Enter the checkbox values.
10
50 values
Radio Button
Enter the radio button values.
10
50 values
Integer 
Enter only numerical values.
10
7 digits
Pick List

A drop-down containing different values. Create a group and add values in the pick list. 

10
50 values
Multi Select

Enter multiple values in this field. Create a group and include the values. 

10
50 values
Decimal
Enter only decimal values. 
10
7 digits
Date
Select the date.
10
 -
Date & Time 
Select the date and time. 
10
 -
URL
Enter the URL.
10
150 characters
Email

Mention the email address of the user. 

10
 -
User Pick List

Similar to a pick list. Pick either project users and select particular users from your team.
 
50
100 values
Boolean
Toggle between Yes and No.
10
2 values

You can add only 25 fields in a section. 

Add a single-line text

  1. Navigate to    in the upper-right corner.
  2. Click Work Items  from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Single-Line Text field from the New Fields panel. 
  5. Enter the Field Name , Minimum and Maximum length, specify the Default or Placeholder values.
  6. Set the field as Mandatory, PII, or Encrypt.
  7. Click Create.

PII (Personally Identifiable Information) - The data given in this field refers to individual's personal information and it will be audited.  
Encrypt - This is an encrypted field and the data given in this field will be masked. 

Add text area

  1. Navigate to    in the upper-right corner.
  2. Click Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Text Area field from the  New Fields  panel. 
  5. Enter the Field Name, specify Default or Placeholder value.
  6. Set the field as Mandatory.
  7. Click Create.

Add HTML

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the URL field from the  New Fields. 
  5. Enter the Field Name, specify Default or Placeholder value.
  6. Set the field as Mandatory.
  7. Click Create. 

Add check box

  1. Navigate to    in the upper-right corner.
  2. Click Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Check Box field from the New Fields  column. 
  5. Enter the Field Name. 
  6. Enter the Option Value in Field Value and click Add. 
  7. Select the Default Value from the specified values. 
  8. Click Create. 

  • A check box cannot be empty without any option value. 
  • After entering the option value, if you would like to remove anything you can click - icon beside a value to delete it.  

Add radio button

  1. Navigate to    in the upper-right corner.
  2. Click Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Radio Button field from the  New Fields  panel. 
  5. Enter the Field Name.
  6. Enter the Option Value in  Field Value and click Add. 
  7. Select the Default Value from the specified values. 
  8. Click Create. 

Add integer

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Integer field from the New Fields panel.
  5. Enter the Field Name.
  6. Specify the Maximum and Minimum count. 
  7. Choose the Default or Placeholder Values.
  8. Set the field as Mandatory, PII, or Encrypt.
  9. Click Create.

Add pick list

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Pick List field from the New Fields panel.
  5. Enter the Field Name.
  6. Add values to your pick list field. Enter the value and click Add Value or Add Group Name. 
  7. Choose the Default Value. 
  8. Click Create. 

Add multi select

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the  Multi Select  field from the  New Fields panel.
  5. Enter the Field Name.
  6. Add values to your pick list field. Enter the value and click  Add Value or Add Group Name. 
  7. Choose the  Default Value.   
  8. Click Create.   

Add decimal

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Decimal  field from the  New Fields  panel.
  5. Enter the Field Name,  Minimum and  Maximum length, specify the Default or Placeholder values.
  6. Choose the Default or Placeholder Values.
  7. Set the field as  Mandatory,  PII, or Encrypt.
  8. Click Create.

Add date

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the  Date field from the New Fields panel.
  5. Set the Default Value. 
  6. Click Create. 

By default, you can set the default date to the work item's current date.  

Add date and time

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the  Date & Time field from the New Fields panel.
  5. Set the Default Value. 
  6. Click Create.

By default, you can set the default date and time to the work item's current date and time.  

Add URL

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the URL field from the New Fields panel.
  5. Choose the Default or Placeholder value. 
  6. Mark the field as Mandatory, PII, or Encrypt.
  7. Click Create.

Add email

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the Email field from the New Fields panel.
  5. Enter the Default or Placeholder value. 
  6. Mark the field as Mandatory, PII, or Encrypt.
  7. Click Create.

Add user pick list

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the User Pick List  field from the  New Fields panel.
  5. Select either Project Users or Selected Users in Enable Access.
  6. On click of Selected Users, search for the user name and click Add.
  7. Mark the field as Mandatory or PII.  
  8. Click Create.

  • If you want to display only selected users from your project, you can enter the user name and add them to your pick list. 
  • If you want to display all the users in your project, you can enable Project Users.  

Add boolean

  1. Navigate to    in the upper-right corner.
  2. Click Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Drag and drop the  Boolean field from the New Fields panel.
  5. Enter the Field Name.
  6. Specify the Value 1 and Value 2. (You can mark any one of the values as Default.)
  7. Mark the field as Mandatory. 
  8. Click Create.
      

PII and Encrypt fields   

Field Name 
PII
Encrypt
Single-Line Text
Yes
Yes
Text Area
No
No 
HTML
No
No 
Check Box
No
No
Radio Button
No
No
Integer
Yes
Yes
Pick List
No
No
Multi-Select
No
Yes
Decimal
Yes
Yes 
Date
No
No
Date and Time
No
No

URL
No
No

Email 
Yes
Yes

User Pick List
No

No

Boolean
No

No


Edit fields 
  1. Navigate to    in the upper-right corner.
  2. Click  Work Items from Custom Layouts and Fields.
  3. Select the layout.
  4. Choose the field that you want to modify. 
  5. Click    next to the field. 
  6. Modify the details and click Update.
While you are updating the below following fields, you will see something called the  Used and Unused values. 
  • Check Box
  • Pick List
  • User Pick List
  • Multi Select
What are used values?

Values that are used in the current fields are listed under the used values.  

What are unused values?

Values that are not used in the current fields are listed under the unused values.  
            For example: If you are moving a value from 'Used' to 'Unused' then the value will not be listed in the current field and the layout. However, it will be available in other layouts. You can make use of those values in the relevant fields across the layouts.   

Remove fields

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Choose the field that you want to modify. 
  5. Click   next to the field. 
  6. Click Yes, remove.  
The field that you are trying to delete will only be disassociated from the layout. It will be stored in the 'Unused Fields' and you can reassociate it anytime by just dragging and dropping the field to the layout. 

Reorder fields

  1. Navigate to    in the upper-right corner.
  2. Click  Work Items  from  Custom Layouts and Fields.
  3. Select the layout.
  4. Choose the field that you want to modify. 
  5. Drag and drop the fields to reorder them.

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