How to hide a document type’s data field from select users

What are document types & how do they help?

Users can sometimes put documents in wrong folders, or add duplicate tags with different spellings. Also Folders and Tags are not very flexible in cases where a document needs to be categorized in multiple ways. Document Types are a superior method of organizing documents. Defining a document type lets you categorize documents based on their content, for eg: receipts, contracts, invoices, etc. You can also add custom indexing fields to every document type like date, amount, vendor name, payment method, etc. And also define the type of data that can be entered in each indexing field, for eg: date in the ‘date’ field, numerical data in the ‘amount’ field, text in the ‘vendor name’ field, and cash, cheque or card in the ‘payment method’ field.

How to hide a document type’s data field from select users?

*Note* To restrict a particular user from viewing a document type field, you will need to login as a superadmin, create a security label for the user and assign it to the field.

To create a new security label, go to settings & select security labels. Click on new & give your security label a name. Then, select the user you want to restrict, uncheck the viewing permissions for the user, and click on save & close.

To assign the security label to any field, go to document types, select the type of document containing the field, go to the fields tab & select the field you want to restrict access to, go to field properties, security & add the newly created security label to the document type field, and click on save & close. The user will no longer be able to view the restricted document type field.