Layouts

Overview

Layouts are the field configurations for Entity, Contact, Actions, Action Assignments, Checklist, Checklist Assignments and Documents. To change Layouts you will need Super User or Administrator rights.

Layouts affect the Create, Edit and View screens. You can do the following in Layouts:

• Add custom fields to a layout
• Re-order fields
• Create Sections and Tables
• Make Fields Mandatory or Optional
• Activate or Deactivate Fields.

Example

This is the action layout: 

Changes to the action layout affects the Create, Edit and View Action Screens.

This article on Layouts includes the following: 

• Getting to Layouts
• Adding a new Field
• Making Fields Mandatory or Optional
• Creating Sections and Tables
• Deactivating & Activating Fields
• Removing Fields
• History
• Layout Field Blocks
• Layout Fields
  • Entity Fields
  • Contact Fields
  • Action Fields
  • Action Assignment Fields

Getting to Layouts

To go to Layouts, click on the Admin Gear Wheel and then on the Layouts Menu.

You will then see all of the layout you are able to modify, and can click on the name to modify its layout:

• Entity
• Contact
• Actions
• Action Assignments
• Checklist
• Checklist Assignments

Adding a New Field

Click on + New Field,

You will then be able to set the Name, Instructions and Type of field you want to make, The field types that are available on a Folio Template is also available here on layouts - you can read more about the field types here

Making Fields Mandatory or Optional

On the Layout you are able to mark fields as Mandatory, this means that when the Entity/Contact/Action/Checklist/Assignment is being Created the user will need to fill in that field. 

You can see if a field is Mandatory under the ellipsis at the end of its block

To Make the Field Mandatory simply select Mandatory from under the ellipsis, and then the field will be marked with the star

If you want to make multiple Fields Mandatory or Optional you can update it in bulk by selecting all the fields you want to update using the checkbox

And then selecting Optional or Mandatory from the top. 

Creating Sections and Tables

You can create a section on your layout to help group together fields 

You can create a Table on your Layout when you are wanting to have multiple fields in a repeating table 

To Create a Section or Table select the fields you want to include using their checkboxes, and then click Create Section or Create Table

Please Note: Built in fields cannot be placed on tables with repeating rows. 

Deactivating Fields

If a field has previously been used and is now no longer required on the layout it can be deactivated. Folio still keeps the data in deactivated fields.

To deactivate a field select one or more fields using the checkboxes and then click Deactivate

Built in fields (fields with the lock) and Built in Mandatory fields (fields with the asterisk) cannot be removed.

Show Inactive Fields

By clicking the Show Inactive button. 

You can see all the fields that have previously been made inactive

To Activate these fields again, select them with the checkboxes and click on the Activate Button

Removing Fields

A custom field that you have created on a layout can be removed if the field has never been used. 

If a field is removed from a layout, it cannot be added back. 

To remove a field from a layout, select the field with the checkboxes on the field block and then click the Remove Field button.

Please Note: Built in fields (fields with the lock) cannot be removed. 

History

To view the full change history of a Layout, click on the History Tab.

Layout Field Blocks

Each field on a layout is represented by a field block. You can edit the field by clicking on the field title. 

Use the drag handle to re-order fields with drag and drop.

The checkbox on each field block gives the user access to field related functionality such as creating sections or deactivating the field, more detail on this below. 

The lock symbol indicates that the field is a built-in field. Most Built in fields can be deactivated but not removed. 

Built in fields with the asterisk symbol, however are built in mandatory fields. These fields cannot be deactivated or removed. 

The field block also includes a mandatory/optional indicator.

Inactive fields are shown with the Inactive field block.

In Entity layouts the field block also includes the eye symbol. These are fields that appear on the Entity Preview Cards on a Folio record, read more about this here

Layout Fields

Entity Fields

These are the built in and mandatory by default fields on an Entity Layout. 

Field Name	Type	Description
Key	Built in Mandatory	The Key is the Unique Identifier. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Name	Built in Mandatory	This is the name of the entity. This field also supports the ABN Lookup feature if it is enabled.
Business Name	Built in	This is the trading name of the entity.
Entity Category	Built in Mandatory	Every entity can belong to one category. Entity Access Rights are based on entity categories.
Telephone	Built in	Telephone Number
ABN	Built in	Australian Business Number
Address	Built in	The Entity's address
Postal Address	Built in	The Entity's postal address
Email	Built in	The Entity's email address

Lite User related fields

The fields below only appear if the Lite User Add-on is enabled.

Using Drag and Drop to re-order these fields with only re-order them in the edit and the create screens. They cannot be re-ordered in the view screen. 

Field Name	Type	Description
Lite User	Built in Mandatory	Is the Entity a lite user?
Lite User Access Rights	Built in Mandatory	Is the Lite User a Team Leader or a Lite User?

Contact Fields

These are the built in and mandatory by default fields on a Contact Layout. 

Field Name	Type	Description
Name	Built in Mandatory	This is the Full Name of the contact.
Telephone	Built in	Contact's Telephone Number
Address	Built in	Contact's address
Email	Built in	Contact's email address

Fields that only appear if the Lite User feature is enabled. Using Drag and Drop to re-order these fields with only re-order them in the edit and the create screens. They cannot be re-ordered in the view screen. 

Field Name	Type	Description
Lite User	Built in Mandatory	Is the contact a lite user?
Lite User Access Rights	Built in Mandatory	Is the Lite User a Team Leader or a Lite User?

 

Action Fields

Field Name	Type	Description
Key	Built in Mandatory	The Key is the Unique Identifier. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Title	Built in Mandatory	Action Title
Action Category	Built in Mandatory	Every action can belong to one category. Action Access Rights are based on action categories.
Description	Built in	Action Description

Default Settings Section

• The Default Settings Section includes the default action settings that are applied to every assignment of the action.
• The Built in Fields in the Default Setting Section can be re-ordered within the section but can't be moved out of the section.
• The default settings section and all its built in fields can be made inactive. This would mean that no default settings can be applied to action assignments. 

The settings are:

Field Name	Type	Description
Repeat	Built in	The default repeat for an assignment if the action
Comments Required	Built in	The default settings for mandatory comments
Evidence Required	Built in	The default settings for mandatory evidence
Notifications	Built in	The default settings for mandatory notifications.

 

Action Assignment Fields

Field Name	Type	Description
Key	Built in Mandatory	This is the Assignment Key. It is the Unique Identifier for the Assignment. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Person Responsible	Built in Mandatory	This is the person to whom this action is assigned
Business Unit	Built in Mandatory	This is the Business Unit that the Action Assignment relates to. Action Assignment access rights are based on business unit.
Due Date	Built in Mandatory	This is the first due date for a repeating action assignment and the due date for an action assignment that does not repeat.
Repeats	Built in Mandatory	This is how the action assignment will repeat.
Linked Folios	Built in	Ability to Link Folios to the Action Assignment

Assignment Settings Section

• The Assignment Settings Section includes the settings that are applied to a particular action assignment.
• The Built in Fields in the Assignment Setting Section can be re-ordered within the section but can't be moved out of the section.
• The section and all its built in fields can be made inactive. This would mean that no settings can be applied to action assignments. 

The settings are:

Field Name	Type	Description
Comments Required	Built in	The settings for mandatory comments
Evidence Required	Built in	The settings for mandatory evidence
Notifications	Built in	The settings for notifications.

 

Checklist Fields

Field Name	Type	Description
Key	Built in Mandatory	The Key is the Unique Identifier. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Title	Built in Mandatory	Checklist Title
Checklist Category	Built in Mandatory	Every checklist can belong to one category. Checklist Access Rights are based on checklist categories.
Description	Built in	Checklist Description

Checklist Default Settings Section

• The Default Settings Section includes the default checklist settings that are applied to every assignment of the checklist.
• The Built in Fields in the Default Setting Section can be re-ordered within the section but can't be moved out of the section.
• The default settings section and all its built in fields can be made inactive. This would mean that no default settings can be applied to checklist assignments. 

The settings are:

Field Name	Type	Description
User must view details tab before answering questions	Built in	User experience related feature.
Repeats	Built in	The default repeat for an assignment if the action
Notifications	Built in	The default settings for mandatory notifications.

 

Checklist Assignment Fields

Field Name	Type	Description
Key	Built in Mandatory	This is the Assignment Key. It is the Unique Identifier for the Assignment. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Person Responsible	Built in Mandatory	This is the person to whom this checklist is assigned
Business Unit	Built in Mandatory	This is the Business Unit that the Assignment relates to. Assignment access rights are based on business unit.
Due Date	Built in Mandatory	This is the first due date for a repeating assignment and the due date for an assignment that does not repeat.
Repeats	Built in Mandatory	This is how the assignment will repeat.
Linked Folios	Built in	Ability to Link Folios to the Assignment

Documents Fields

Field Name	Field Type	Description
Key	Built-in Mandatory	The Key is the Unique Identifier. This value is auto-generated by Folio. This field cannot be re-ordered with drag and drop.
Title	Built-in Mandatory	Document Title
Document Type	Built-in Mandatory	Allows the User to select the Document Type
Person Responsible	Built-in Mandatory	This person is responsible for Document Reviews
Document Category	Built-in Mandatory	Document Categories can be used to control Document access rights.
Description	Built-in	Document Description is Displayed on the Document Card
Version	Built-in	Automated Document Version Numbers
Author	Built-in	Author of the Document
Version Create Date	Built-in	Date the Version was created
Updates	Built-in	Key Updates in the Version
Review	Built-in	Document Review fields: Review Required Review Frequency First Review Date Escalation  Grace Days.