Getting Started Guide

Project Layouts and Custom Fields

Zoho Projects supports creating project layouts and custom fields as per your business requirements.

Click to learn more about access privileges for Project Custom Fields.

Feature Availability

  • Feature Availability: Enterprise plan
  • Navigate to Portal ConfigurationLayouts and Fields > Projects to create custom fields for projects. If you are an admin but unable to access the above path, write to support@zohoprojects.com

What is a layout?

A project layout is used to create a form where the project details are collected. You can create different project layouts based on your project requirements. 

Initially, all projects will be associated with the standard layout. If the standard layout is modified, the changes will be reflected in all the associated projects.

What is a section?

A set of sections form a layout. Similar attributes are placed inside a section. Every project layout will have two default sections - Project Information and Budget. You can also create your own section and use it in your layout. Learn more about customizing sections. 

A section named Schedule Reviews can accommodate fields such as First Review, Second Review, and Third Review.

What is a field?

Customize fields to collect project details based on your project requirements. You can add a new field or an existing field to your layout.

The default fields can neither be edited nor deleted. They can only be reordered. The following are the default fields in Project Information and Budget sections of a project layout. 

  • The fields - Start Date, End Date, Project Overview, Status, Group Name, and Completion Percentage are the default fields in the Project Information section.
  • The fields - Currency, Billing Method, Project Budget, and Default Billing Status are the default fields in the Budget section.

Standard layout

  • Every portal will have a default layout to start with. We call it a Standard Layout.
  • The standard layout has two default sections - Project Information and Budget with the default fields which can neither be edited nor deleted.
  • When a user tries to create a new layout for the first time, they can clone it from the standard layout initially. After cloning, they will be able to add new sections and fields to their new layout.

 Create layout

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Create Layout in the upper-right corner.
  4. Select a base layout that you want to build (clone) your new layout on. If you haven't created any layouts, the standard layout will be listed in the dropdown.
  5. Enter a Layout Name.
  6. In Layout Permissions, select the user profiles who can access the project layout.
  7. Click Create.
  Create Project Layout
 
  • Only the user based Enterprise plan can access this feature.
  • A maximum of 30 layouts can be created.
  • A layout can be associated while creating or editing a Project. You can also associate the layouts while creating or editing a Project Template
  • When a project is switched from Layout A to Layout B, the common fields available in A and B will be retained, however, the fields which are not common to the layouts will not be available and their data will be lost.
  • Associating a project with a layout will overwrite its current layout mapping if any. 

Associate layout with user profiles

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > projects.
  3. Click the plus icon  to the right of the selected layout.
  4. Select one or more user profiles from the dropdown to associate. 
  5. Confirm your action.
  6. Click Associate.
  • To view the list of associated user profiles of any layout, navigate to  > Layouts and Fields > projects > Layouts.
  • The associated user profile names will be displayed below every layout.

View or edit layout

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. In the Layouts section, you can view the list of project layouts that have been created already.
    • The layouts that are listed can neither be deleted or reordered.
    • You can associate a layout with any user profiles who can access that layout. 
  4. Click the layout you want to edit, do the necessary changes, and save.

Delete layout

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > projects.
  3. Click the Layouts section.
    • Hover over a layout that you would like to delete and click the trash icon .
    • Confirm your action.

Create or edit section

A set of sections form a layout. Similar attributes are placed inside a section. The standard layout of the project will have two default sections- Project Information and Budget. You can also create your own section and use it in the standard layout.

  1. Click in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration >Layouts and Fields > Projects.
  3. Click a layout to add a section.
  4. Drag and drop the +Add Section component from the left tray to the layout editor (main panel). Initially, the sections will be named "Untitled Section", "Untitled Section 1", "Untitled Section 2" and so on as you keep adding new sections in the layout editor.
  5. Hover over the section name and edit it.
    • You can also add new or existing custom fields to your section.
  6. Click Save Layout.
  Create Sections in Project Layout
 

A section cannot be empty in a layout. 

Delete section

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to delete a section in the layout.
  4. Hover over the section and click the trash icon .
    • The  icon will be visible only when all the custom fields inside the section are removed. We recommend you to remove the custom fields first and then delete the section.
  5. Confirm your action.

 Create custom fields

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop a field type from the New Fields tray into the layout editor (main panel).
    • Single-line text field: Add one line of text.
    • Multi-line text field: Add multiple lines of text. Hit Enter to key in more information.
    • Pick List field: Create your own dropdown using a pick list. Set values and wrap them under a pick list as per your business needs.
    • User Pick List field: Use this field when you have to store usernames.
    • Date: Store dates in this field
    • Number: Store numbers in this field. A number can have a maximum of 19 digits. You can either store an integer or a decimal in this field.
  5. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  6. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  7. Click Add to Layout to include the field in the layout. When you Cancel, the field is never stored anywhere.
  • A maximum of 105 custom fields can be created.
  • These fields cannot be duplicated.
  • Removing a field’s association from a layout will not incur data loss in the project. However, deleting a field from the portal will do so.

Add single-line text field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the Single-Line Text field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Set a Default Value if necessary.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Note:

  • Single line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Add multi-line text field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the Multi-Line Text field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Set a Default Value if necessary.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Note:

  • Multi-line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Add pick list field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the Pick List field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Add values. A pick list cannot be empty. Enter valid data in the editable text area and click Add Value.
    • Click the cross icon  beside a value to delete it. 
  7. Select a Default Value if necessary.
  8. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  9. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  10. Click Add to Layout. Learn how to edit an existing field.

Add user pick list field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the User Pick List field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Select users.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Add date field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the Date field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  7. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  8. Click Add to Layout. Learn how to edit an existing field.

Add number field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click a layout to add a custom field.
  4. Drag and drop the Number field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Choose whether the number is an integer or a decimal. A maximum of five integers and five decimals can be created.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.
  • Number fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Edit custom field

  1. Navigate to Portal Configuration > Layouts and Fields > Projects.
  2. Open the layout editor and hover over the custom field you would like to edit.
  3. Click the pencil icon .
  4. Edit the field properties except the field name. You can change the field name also but the new name will be reflected in all the projects.
  5. Click Save Changes.

Custom fields can be edited in Enterprise plan only.

Reorder custom field

  1. Navigate to Portal Configuration > Layouts and Fields > Projects.
  2. Open the layout editor and hover over the custom field you would like to reorder.
  3. Drag and swap with another field in the editor. You can reorder fields as many times as you want until you get the desired order.
  4. Click Save Field Order.

Remove custom field from layout

  1. Navigate to  > Portal Configuration > Layouts and Fields > Projects.
  2. Open the layout editor and hover over the custom field you would like to dissociate.
  3. Click the cross icon .
  4. Confirm your action.
  • Removing a project custom field will not permanently delete it from the database.
  • The custom field will be moved to the Available Fields tray and it can be reused anytime later from this tray.
  • The data stored in the field will not be lost.

Delete custom field from portal

  1. Navigate to -> Portal Configuration -> Layouts and Fields -> Projects -> Fields.
  2. Hover over the field you would like to delete.
  3. Click the trash icon .
    • Deleting a custom field will affect all the projects in the portal. 
    • The data stored in the field will be lost
  4. Confirm your action.

  • Deleting a field from a portal will permanently delete it from the database.

Create or edit custom project status

  1. Navigate to  > Portal Configuration > Layouts and Fields > Projects.
  2. Click a layout and hover over the Status field in the Project Information section.
  3. Click the Customize link with a gear icon at the top of the field.
  4. Click the +Add Status link to create a new status.
  5. Give a status name.
    • Click  or to the left of the status name to assign a color. Pick any color from the palette that matches the status name and type.
  6. Click Apply Changes.
  Customize Project Status

 

Note:

  • When you edit a project you can select from the customized statuses to update the project status.  

 Related Topics

Projects | Project Templates | Task Custom Fields

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