Users, roles and assignment

A field shows in Administration or reports but not to users on the form, or the other way round

Step permissions hide fields from users at that step but not from admins. Hide a field at the form level to hide it everywhere.

Fix

Short answer: Where you hide a field decides who still sees it. A field hidden only in a step's permissions still shows to admins in Administration. Hide it at the form level to hide it from everyone.

Why it happens

  • Step permissions control what assignees see at that step. Admins in Administration see all fields.
  • A field hidden at the form level, or hidden for the item's current status, also doesn't appear in reports.
  • Visibility conditions can hide a field even when its permission is Editable or Read-only.

How to fix it

  1. Click Manage > Edit process and open the Permissions tab.

  2. Check the field's permission on every step, including the completed step. To set it on every step at once, click Global permissions.

    Global permissions pop-up for setting a field's permission at every step

  3. Check any visibility condition on the field.

  4. For items in parallel branches, give the field the same permission in each branch.

  5. To hide the field from everyone, admins included, hide it at the form level instead of in step permissions.

Remember that section permissions win over field permissions. A field marked Editable inside a hidden section stays hidden.

See configuring field permissions for process steps.

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