How to Choose Fields on Task, Project and Employee Forms in CrmLeaf
All editions. Core feature — no add-on required. Each configurable form only appears here once its own module (Deals, Tasks, Projects or Employees) is enabled for your account.
Availability: All editions. Core feature — no add-on required. Each configurable form only appears here once its own module (Deals, Tasks, Projects or Employees) is enabled for your account.
Overview
Form Settings lets an Administrator decide which fields show on a form, and which of those fields are mandatory before the record can be saved. This is different from Custom Fields: Custom Fields adds an entirely new field to a form; Form Settings controls whether an existing field is shown at all, and whether filling it in is optional or required. Use it to trim a long form down to what your team actually fills in, or to make a field mandatory that your process depends on.
How It Works
Each configurable form is broken into the same sections it renders in. For every field in a section you choose whether it is shown, and if it is shown, whether it is required. A small number of fields are locked and cannot be changed either way — they are always shown and always required, regardless of what you set.
Open Form Settings → Choose the form → Show or hide each field → Mark fields mandatory → Save → Confirm on the live form
- The task form is split by context: a Deal/CRM task form and a separate Project task form. A task created against a deal (a CRM task) and a task created against a project no longer share one configuration — a sales-side task can ask for different fields than a delivery-side task. Alongside these two, the Project form and the Employee form are configurable in the same way. The Project form's fields are grouped into Project Details and Other Details; the Employee form into Account Details, Identity and Benefits, Bank Details, Nominee Details and Other Details; each task form into Task Info and Other Details.
- One permission,
manage_form_setting, governs all of these forms — the Deal/CRM task form, the Project task form, the Project form and the Employee form alike. Holding it is what makes Form Settings available at all; it is separate from the module's own settings screen (Task Settings, Project Settings), so a colleague can hold one without the other. - A field can be locked. A locked field is always shown and always required; Form Settings will not let you hide it or make it optional.
- Some fields only appear in Form Settings once you add them. Until an Administrator brings such a field under Form Settings, it renders exactly as it always has, unguarded by this screen.
- Changes apply the next time someone opens the form — there is no retroactive effect on records already saved with a field that has since been hidden or made mandatory.
Who Can Use This Feature?
Administrator
- Choose which fields appear on the Deal/CRM task form, the Project task form, the Project form and the Employee form.
- Mark any unlocked field as mandatory or optional.
- Bring an available-but-not-yet-configured field under Form Settings.
This functionality is available only to Administrators holding
manage_form_setting.
Prerequisites
- The module behind the form (Deals, Tasks, Projects or Employees) is enabled for your account.
- You hold the
manage_form_settingpermission, which governs every configurable form alike.
For Administrators
Step 1: Open Form Settings
What to do: Choose the form you want to configure — the Deal/CRM task form, the Project task form, the Project form or the Employee form. Only forms whose module is enabled are offered.
What to verify: The form you intend to configure is available in the list.
Step 2: Show or hide fields, and set which are mandatory
What to do: Work through each section of the form. For each field, decide whether it should be shown, and if shown, whether it should be required. Locked fields cannot be changed — leave them as they are. Save your changes.
What to verify: No validation error blocks the save, and the fields you changed no longer show a lock icon or, if they were locked, you left them untouched.
Step 3: Confirm on the live form
What to do: Open the actual form — a deal's task, a project's task, the project form or the employee form, matching what you changed — and confirm the fields you hid are gone, the fields you kept are present, and the ones you marked mandatory block saving until they are filled in.
What to verify: A colleague who was not involved in the change can complete the form without confusion.
Expected Result
Each form you configured shows only the fields you chose, the fields you marked mandatory block an incomplete save, and locked fields remain shown and required regardless of what you set.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Form Settings changes what a form shows and requires. It does not add a new field — that is Custom Fields. Use Custom Fields to add a field, then Form Settings to decide whether it is mandatory.
- A locked field cannot be hidden or made optional from this screen under any circumstances.
- The Deal/CRM task form and the Project task form are configured separately, so a change to one does not affect the other — a task's form follows whether it was created against a deal or against a project.
manage_form_settingis its own permission, separate from Task Settings and Project Settings, so holding one does not imply the other.- Hiding a field does not delete data already stored in it on existing records; it only stops the field from being shown or edited going forward.
Common Scenarios
Example: trimming the employee onboarding form. An Administrator hides the nominee-detail fields a small team never fills in at hiring time, and marks the identity and bank-detail fields mandatory so payroll always has what it needs from day one.
Example: a lighter delivery task, a fuller sales task. A delivery team that never uses story points or a secondary assignee hides those fields from the Project task form, while sales keeps a deal-value field required on the Deal/CRM task form so no follow-up task loses track of what is at stake.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Form Settings does not appear in Settings | No configurable form's module is enabled, or you lack manage_form_setting | Enable the Deals, Tasks, Projects or Employees module, and confirm you hold manage_form_setting. |
| A field cannot be hidden or made optional | The field is locked | This is expected — locked fields are always shown and required. |
| A field you expected to configure is missing from the list | The field has not yet been brought under Form Settings | Add it from the available-fields list on that form before configuring it. |
| A change to the CRM task form did not affect project tasks (or the reverse) | The two task forms are configured separately by design | This is expected — repeat the change on the other task form if you want it to match. |
| A colleague still sees a field you hid | They have not reloaded the form since your change | Ask them to refresh; changes apply to the form the next time it is opened. |
Frequently Asked Questions
Is Form Settings the same as Custom Fields?
No. Custom Fields adds a new field to a form. Form Settings controls whether an existing field is shown and whether it is mandatory.
Which forms can I configure?
The Deal/CRM task form, the Project task form, the Project form and the Employee form.
Do a deal's tasks and a project's tasks share one form configuration?
No. Since they are configured separately, a sales task and a delivery task can show and require different fields.
Can I hide any field I want?
No. A small number of fields are locked and always remain shown and required.
Does hiding a field delete the data already saved in it?
No. Existing records keep their stored value; the field simply stops being shown or editable going forward.
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