--- title: "Field Usage" slug: "field-usage" updated: 2026-02-17T14:10:44Z published: 2026-02-17T14:10:44Z --- > ## Documentation Index > Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt > Use this file to discover all available pages before exploring further. # Field Usage ## Overview --- The **Field Usage** configuration allows you to control the visibility and usage of fields defined under **Field Definition**. Filtering fields may be required in the following cases: - When configuring **Field Templates** (under *Field Templates*). - When you want to **hide certain fields** from specific areas of the system where they may be irrelevant or inappropriate for users to view or edit. The **Field Usage** section consists of two main subsections: | **Subsection** | **Purpose** | | --- | --- | | **Template** | Define which fields are included in specific field templates. | | **Display** | Control which fields are visible or editable in various parts of the system. | Each configuration can be customised **per access right**, allowing different users to see or edit only the fields relevant to their permissions. > [!WARNING] > Note: The Standard access type applies to all access rights defined for the site. ![field_usage.png](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/360016467912.png) ## Template Configuration --- By default, every new template created under **Field Templates** includes all fields defined in the module. You can refine this by specifying which fields should be available in each template. To configure a field template: 1. Navigate to **Site Configuration → {Module} → Field Usage**. 2. On the toolbar, click **Edit Field Usage**. 3. In the dialog box that opens, select the **Templates** tab. 4. In the **Access Rights** dropdown, choose the access right you want to configure. 5. Adjust the field selections as needed to define which fields should be included in the template. 6. Click **Save** to apply your changes. > [!NOTE] > **Tip:** By default, all fields are included in a new template. Use this configuration to simplify templates and display only the fields relevant to each access right. ## Display Configuration --- Limiting field display ensures that users only see **relevant fields** in specific contexts, improving usability and reducing the risk of exposing unnecessary data (e.g., during export). To configure field usage ### **To configure field display:** 1. Navigate to **Site Configuration → {Module} → Field Usage**. 2. On the toolbar, click **Edit Field Usage**. 3. In the dialog box that opens, go to the **Display** tab. 4. In the **Access Rights** box, select the access right to configure. 5. Use the checkboxes under each section label to specify which fields should be displayed in different areas of the system. - **Checked** — the field is visible or editable. - **Unchecked** — the field or its content is hidden (in some cases, the field label may still be visible). ## Field Display Areas --- The table below describes where fields from module items are displayed and how visibility can be configured. | **Area** | **Description** | | --- | --- | | **View** | The main *Info View* in the entry information window. | | **View in Edit** | Affects the visibility of fields in the *Edit* window. | | **View in Custom Edit** | Controls field visibility in Briefing specific forms, e.g Add/Edit Product on Briefing. | | **Edit** | Determines which fields are editable in the *Edit* window. | | **Custom Edit** | Controls if field is editable in Briefing specific forms, e.g. Add/Edit Product on Briefing. | | **Search** | Controls visibility of fields in the *Search Menu* and *List Widgets* on the Dashboard Portal Page. To apply filtering in widgets, ensure the “Search” field usage setting is enabled for the field definition. Otherwise, the filter will be ignored for users without access. | | **Search Result** | Defines which fields are shown in the *Search Result* view and in widgets. The widget configuration for “Fields to Show” respects this setting. | | **Search (Micro)** | *(Classic UI)* Controls the fields available in the *Micro Search* window for: • AdBuilder lookups (Text → Get text from, Picture lookup) • Page element lookup in the Briefing System. **Note:** Available for all modules if AdBuilder is present; otherwise, only for the module mapped as “Page Element” in Briefing Configuration. | | **Search Result (Micro)** | *(Classic UI)* Controls fields displayed in *Micro Search Results* (same contexts as above). **Note:** Availability follows the same rules as “Search (Micro)”. | | **Portal Page** | Controls visibility of module fields on the *Start Page* and *Briefing/Page View* when entries are shown there. | | **Agency** | *(Briefing System only)* Controls the *Agency Display* tab of the information window for a page. | | **Export** | Specifies which fields are included in data exports (if export is enabled). | | **Excel Export** | Same as **Export**, but specific to the *Briefing System*. | | **XML Content** | Controls which fields are included when exporting data in XML format from the Briefing System. | | **Preview** | Defines visibility of fields in *Page/Briefing Preview* (includes List View, Layout Display, and Agency Display). | | **Folders** | Applies when *Show Folders* is enabled under *Appearance*. Certain fields can be hidden from the folder tree to simplify navigation. | | **Email Subject** | Controls which fields can be referenced in email subjects. The field name remains visible, but the value is excluded if disabled. | | **Email Content** | Controls which fields can be referenced in email content. The field name remains visible, but the value is excluded if disabled. | --- ## **Limitations** - If **Export**, **Email Subject**, or **Email Content** options are disabled for the *User Management* module, they will **still appear** in the exported file. - Field usage settings for specific access rights are **ignored for site/system administrators**. -