All About Protected Fields
A protected field is a way to keep sensitive customer information secure. This guide explains what they are, why you should use them, and how to set them up in your forms.
What is a Protected Field?
A protected field is a special form field that keeps sensitive data, such as a Social Security number, safe.
Extra Security: The information entered into a protected field is double-encrypted and stored separately from the permit record. This prevents unauthorized access.
Limited Access: Only users with Admin-level access can see this information. They must click a separate button to reveal the data.
Data Retention: You can choose to automatically delete the data in a protected field after a certain number of days (e.g., 30 days). This is the recommended setting for maximum security. However, you also have the option to store the data permanently if needed.
Keep in mind: You cannot use a protected field to search for a record, but the data will appear on an exported report.
How to Set Up a Protected Field
Create a New Field: In your application form, add a new field.
Name the Field: Give the field a title (e.g., "Social Security Number").
Choose the Field Type: Most text or number fields can be protected.
Check the "Protected Field" Box: Scroll to the bottom of the field settings. Find the checkbox for "Protected Field" and select it. This is the most important step! If you want to make this a required field, you can check that box as well.
Set Data Retention: Decide how long you want to store the data. Many municipalities choose 30 days, which is often enough time for a background check or other necessary actions.
Save: Click "Save" to apply your changes.
You have now successfully created a protected field to secure sensitive information.
For a quick walkthrough of this process, check out the video below: