Schema - Data: Field Limitations

Limitations define how a field behaves for end users who interact with forms, and how that field can be edited, displayed, and exposed across the system. This behavior should be determined by the admin.

These settings do not change the field type or structure. Instead, they control what actions are allowed on a field at different levels, including:

• Form interaction.
• Data input and retrieval.
• Schema and object configuration.

The available field limitations are:

• Locked.
• Hidden.
• Archived.

Field limitations take precedence over permissions. Even if a user has permission to access a field, that field will not be accessible if a restrictive limitation is applied.

For example, if a user has permission to view or edit a field but the field is archived, the user will not have access to that field. Each limitation affects visibility and editability differently depending on context.
 

Locked

A Locked field is visible to users but cannot be edited. This limitation is typically used when:

• The field contains system-controlled data.
• The value should be preserved for audit or reference purposes.
• Users should see the value but not modify it.

How Locked works

When a field is locked, it remains visible on the form and its value can be viewed by users. However, the field is read-only and cannot be modified through the user interface. From an API perspective, the field continues to be included in GET requests, ensuring data visibility, but it is excluded from PUT operations and cannot be updated programmatically.

Hidden

A Hidden field is not visible to users on forms, but still exists in the object schema. This limitation is useful when:

• The field is required for internal logic or automation.
• The field should not be exposed to end users.
• The value is populated programmatically.

How Hidden works

When a field is set to Hidden, it is removed from user-facing forms and is not visible to end users. The field remains part of the object schema, allowing it to be preserved for configuration purposes. However, hidden fields are not available for user interaction, data retrieval, or external access. This field cannot be edited on the user interface and is not retrieved or exposed through either the user interface or API calls.

Archived

An Archived field is a field that is no longer in use, but is preserved for historical or structural reasons. Archived fields are not deleted. Instead, they are:

• Removed from active configuration.
• Hidden from standard views.
• Stored safely in the background.

This limitation is used when:

• A field is deprecated.
• The field should no longer be used in forms.
• Existing data must be preserved.

How Archived Works

When a field is set to Archived, it is removed from all forms and is no longer visible in the Field menu by default. The field cannot be edited or populated by users or processes. Despite this, the field remains part of the object schema, preserving its definition and historical references. Archived fields can be restored at any time, allowing them to be reactivated without needing to recreate the field.

How to View Archived Fields

To review or restore archived fields:

1. Click the bucket (Show Archived) icon in the Field menu.
Archived fields will become visible.
2. Select the field and change its limitation if needed.
 

Limitation Behavior Matrix

The table below explains how each limitation affects field behavior across data and schema contexts.

Definitions:

• Field Data Editable (PUT): Whether the field accepts updates via API or form submission.
• Field Data Visible (GET): Whether the field is included in data retrieval.
• Field Visible in Schema: Whether the field appears in the active object structure.
• Field Editable in Schema: Whether the field configuration can still be modified.

Limitation Filter Buttons

Field limitations can be managed and reviewed using the filter buttons in the Field menu.

These filters correspond directly to the limitation applied to each field:

1. Locked button – Displays fields with the Locked limitation
2. Hidden button – Displays fields with the Hidden limitation
3. Archived button – Displays fields with the Archived limitation

These filters help admins quickly:

• Audit field states.
• Locate deprecated fields.
• Manage large objects with many fields.