Best Practices for Using Field View by Role

Setting the right field view keeps sensitive details protected, cuts down on noise, and helps each role focus on what matters. This guide covers when and how to restrict access to specific custom fields, how to test your setup, and the common pitfalls to avoid. Use it to align admins and teams on clear governance while ensuring exports, templates, and notifications reflect your visibility rules.

Guiding principles

• Start with sensitivity. Identify fields that contain pricing, insurance value, owner info, or internal notes and prioritize those for restricted visibility.
• Keep admins accountable. Anyone with Settings access will always see all fields. Use admin reviews to spot leaks or unnecessary exposure.
• Test from a viewer’s perspective. Switch roles and confirm hidden fields don’t appear on detail or overview pages for the user roles you expect to hide them from.

Do and don’t checklist

• Do run a quarterly review of your hidden‑field list and role visibility.
• Do keep an audit note describing why a field is hidden and who approved it.
• Do pilot visibility changes with a small group before broad rollout.
• Don’t rely on field visibility for high‑risk data or PII. This is not encryption or a data vault.
• Don’t put fields you intend to hide in your notification emails.
• Don’t mark fields you intend to hide as required.

How to configure visibility

1. Go to Settings → Fields

2. Pick the custom field you want to control

3. Under “Hide field for,” select the roles that you want to hide the field for

4. Save changes, then test with a restricted role

Tip: Validate behavior on detail pages, overview pages, exports, and import templates for at least one restricted role.

Testing guide

• Role switch: Check that a test user with the role does not see the field on the Overview page, or on a Details page.
• Export: Generate an export as that role. Hidden fields should be excluded.
• Import template: Download a template as that role. Hidden fields should be excluded.

FAQ

• Can I hide required fields? No, required fields are always visible.
• Do admins still see hidden fields? Yes. Anyone with Settings access sees all fields.
• Does this secure highly sensitive data? No. It controls visibility only and should not be used for high‑risk data storage.
• Does this affect exports and import templates? Yes. Hidden fields are excluded for restricted roles.
• Will a field still be hidden if it’s included in a notification? No. Fields included in notifications are visible to any user who receives that notification.