Customizing Permission Levels for Custom Fields in Beamery
In Beamery, you have the option to customize the viewing permissions for individual custom fields. This allows you to use the various permission levels in Beamery - Limited, Team Member, Admin, Super Admin - to limit users in seeing specific custom fields.
Managing permissions for existing custom fields
To manage the permissions for your various custom fields, please complete the following steps:
1. From Settings, click on "Custom Fields" under "Customize Beamery". You should then see all custom fields.
2. Click on the 3 dot icon next to the custom field you would like to manage the permissions for.
3. From "Edit Custom Field" click the drop-down for permissions and select/de-select the permissions.
Note: un-ticking all boxes will hide the custom field from all users across Beamery, except for the Custom Fields list in Settings for Admins.
Creating Private fields
Creating custom fields can be done within Settings, under "Customize Beamery", in the "Custom Fields" section. From this window, you can create new custom fields, add them to custom field folders, set their permission viewing levels and decide if they should be drop-down, free text, multi-select, or date-based responses.
Editing and deleting custom fields
From the same "Custom Fields" section, in "Customize Beamery", you are able to edit your custom fields to change/update their name, folders and permission levels by clicking the 3 vertical dots on the right side of the custom fields and selecting "edit". You are also able to delete a custom field by selecting "delete" in the same location.
Note: if you delete a custom field, you will lose all data that has been logged in that custom field.
Areas affected by custom field permissions
You are able to view custom fields on a contact's profile (mini, full, and Chrome Extension), in the grid and in the filter panel.
Contact’s "Grid" and "Filters" panel: for users with restricted permissions and without access to the custom field, the field will not be visible in the contact grid of the filter panel. It will not be visible or selectable in columns and additionally, you will not see those specific custom fields in the filter panel.
Full and Mini Profile: for users without access to the custom field with limited permissions, the field will not be visible in the mini or full profile. The only time the private field data will be visible is if the contact submitted information via a Form that is linked to a private field and this information will show up as "This answer is confidential".
Form Builder and Recipes: if a user does not have permission to a custom field, they will still be able to use the field in Form Builder and Recipes, however, they will not be able to see the responses from candidates in other areas of Beamery, as explained in the section “Areas affected by custom field permissions”.
CSV import: when users upload a CSV file and have extra fields in that file, the users will see all custom fields as an option to map to. The permission levels impact the user once the data has been uploaded and when the user wants to view that field (for example, in the profile or contact grid).
Public API: making a call to the API will be able to return private fields regardless of permissions. However, users will not be able to see the answers to the private fields. The answers to custom fields are stored in the activity timeline for contacts. There is no call available on the Public API to get data from the "Activity" timeline. The only exception is a special call that gets notes from the "Activity" timeline, however, answers to fields are not shown here unless manually written down by users.