Custom Fields - Permissions


Permissions refer to what Admins can do and what Contacts (users) in your database can do with regards to Custom Fields.

  • Go to People / Configuration / Custom Fields / select the Custom Field to "Edit."  *Only Account Owners are able to edit.





User Permissions - These three options determine what your contacts on your site are able to do with the Custom Field.

  • Can see and change field value - the user can read what's in the field and enter data in the field (this is the default setting)
  • Can see but NOT CHANGE field value - the user can only read what's in the field
  • CANNOT see or change this field valuethe user can’t see the field at all


Enforce Uniqueness - This ONLY applies to custom fields that the user is NOT able to change.  Admins can select if the data entered in the custom field must be unique or if duplicate data is allowed.


Admin Permissions - This allows your organization to specify what each type of Admin can do with the custom fields.  Each level of Access Control that an Admin can be assigned is listed. For each role the permission can be one of the following:

  • Blank - the Admin cannot see the field at all (this is the default for all levels of Admin Access except for Dashboard Access)
  • Can see and change the field value the Admin can read what's in the field and enter data in the field  (Note: this is the default setting for all Admins with Dashboard Access.)
  • Can see but NOT CHANGE field value  - the Admin can read the data in the field, but can’t make changes


Important Notes:

1) The default setting for all Admins with Dashboard Access is "Can see and change the field."  If you want to restrict access to certain levels of Admins, change the Permission for Dashboard Access to Blank and grant specific permission to the other roles.


2) When the system evaluates what an Admin can do, all roles that are have permissions set are evaluated, and the greatest level of access wins.

For example:  If an Admin has “Member Edit” and “Member View”, but the permissions for the custom field are set so that “Member Edit” can edit the field and “Member View” can only read the field, an Admin with both roles could still edit.


3) If you need more information about the different levels of Administrator Access, see our Knowledge Base article: Access Control for Administrators.


4) Other Visibility Settings are trumped by Permission Settings.


 For example: If you have “present in directory” turned on, but set the permissions to “CANNOT see or change this field value”, the field won’t show up in the directory.


Show Field on Reports? - This allows you to specify whether or not the custom field is available for downloaded reports (XLS or PDF).  If you set this to "No,"  the field will never show up on a report.  If you set it to "Yes," the custom field will be presented on the report if the Admin running the report has permission to see the field.


Field Available for Conditions? - This allows you to specify whether or not the custom field should be available to be used for form conditions.


Field included on Receipts?This allows you to specify whether or not the custom field should be included on customer receipts.