You can control who can access the information in custom fields, enabling you to maintain the security of your business information. The access you define determines how the field can be accessed both on the record as well as through search results and reports.
Access to a field can be based on role, department, or subsidiary. The following custom access levels can be assigned to each department and subsidiary.
- Edit – The field and its contents can be viewed and changed.
- View – The field can be seen, but its contents cannot be changed. (The permission level affects how the form is accessed on records.)
- Run – The field can be seen through reports and search results, but its contents cannot be changed. (The permission is applicable only to reports and search.)
- None – The field cannot be seen, and its contents cannot be changed.
Note:
- For cases when various access levels are defined for a user’s role, department, or subsidiary, the highest level of access is granted.
- If you remove the administrator role’s access to a custom field, the field will not be accessible to scripts that are run by an administrator. To access the field through scripting, you must edit and restore administrator access to the field.
- You can set the level of access you want to grant by default to custom fields. The default access level applies to the roles, departments, and subsidiaries, that you do not define on the Role, Department, and Subsidiary subtabs.
- The access you define on the Role, Department, and Subsidiary subtabs overrides the default access levels.