Creator Help

Configuring a Users Field

About the users field

The users field displays, in a drop-down list, the users with whom you've shared your app by assigning roles and permissions. It lets you select one user from the drop-down.

By adding a users field to your form, you can:

  • Manage record ownership by setting the selected user as record owner. Refer this section.
  • Assign tasks to your app's users and track them.
  • Create reports that display records which have the logged-in user selected in the users field. Refer this page.

Set selected user as record owner

By default, record ownership is tracked by the Added User​ system field. However, if you've added a users field to your form, you can make the user (who is selected in that field) as that record's owner.

To make the selected user as the record owner:

  1. Edit your app.
  2. Select the required form from the Dashboard -> Forms tab. You will be taken to the form builder.
  3. Select the required users field. Its FIELD PROPERTIES will appear on the right.
  4. Check the checkbox next to Make this field as Record Owner, as shown below:

Note: If you have added more than one users field in your form, only one of them must have this property enabled.

Once you enable this property for a users field, the same will be reflected in the Data Sharing Settings of your app. Refer this page.

Define the users that appear in a users field

You can configure a users field to display all the users with whom that app is shared, or just a select few of them. To define the users that appear in a users field:

  1. Edit your app.
  2. Select the required form from the Dashboard -> Forms tab. You will be taken to the form builder.
  3. Select the required users field. Its FIELD PROPERTIES will appear on the right.
  4. Navigate to the FIELD PROPERTIES -> Choices section.
  5. Select the required choice:
    • All Users: Selecting this will display all the users who have been assigned a role and permission in that app. This is the default value.
    • Selected Users: On selecting this, a popup window will appear. You can individually select the required users, or select them based on the roles set in your app.

      Once you select the required users, below is how they will appear in the field properties of that users field:

Define how users will be displayed

You can configure a users field to display the users in the following ways:

  • Using their Zoho username. (This is the default way)
  • Using their email address, with which they created their Zoho account.

This is controlled by the Field Type property of a users field. To set its value:

  1. Edit your app.
  2. Select the required form from the Dashboard -> Forms tab. You will be taken to the form builder.
  3. Select the required users field. Its FIELD PROPERTIES will appear on the right.
  4. Navigate to the FIELD PROPERTIES -> Appearance section.
  5. Select the required value from the drop-down next to Field Type.

Things to know

  • You can add multiple users field to your form. However, only one users field can have the Make this field as Record Owner property enabled. Refer this section.
  • The users field in a record will continue to store the selected user even if that user is no longer displayed by that field. This behaviour is in place to accommodate the possibility that a user's role in your app may change, or even that they're no longer a part of your organization.

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