How users with the "All Fields" entitlement can view/edit any Field in a Workflow, even if the Field isn't displayed in the current Step.
"All Fields" Entitlement
Typically, users can only see and edit fields that are relevant to the current stage (step) of a workflow. The "All Fields" entitlement bypasses this restriction. Here's how it works depending on the access level granted:
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Read-Only Access: With this level, users can view all fields associated with a workflow record, regardless of the current step. This includes fields that are normally hidden in the current step. However, they cannot edit any of these fields.
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Edit Access: This level grants the same viewing capabilities as read-only access. In addition, with the edit "All Fields" entitlement, users can edit any field associated with any records that they have access to edit. Note: The user can edit values with this without needing to check out the record.
Use the "All Fields" entitlement
To use the entitlement, go to the Record in which you want to view/edit Field(s) and make sure it is assigned to you (your username should be listed under Assigned To in the upper left-hand corner). Click on the gear icon in the upper right-hand corner and select View/Edit All Field Data.
This will then display all of the Fields in that Workflow in alphabetical order of their Field Name. The Fields will be displayed in system-generated Subsections with three Fields per Subsection.
Once you are done viewing/updating in "All Fields" mode, click on the Gear icon again and select Exit 'View All' State to return to the normal view of the Record.
Editing Records in Table Reports with "View All Fields"
If you have the Edit "View All Fields", this lets you edit records in any editable Table Report that displays record you have permission to edit.
Here's the breakdown:
- "View All Fields" with Edit Access: This allows you to see and edit all fields associated with a record you have permission to edit.
- Editable Table Reports: Some Table Reports let you edit specific fields for the records they display.
- The Connection: If you can edit a record using "View All Fields" on a record, you'll also be able to edit the same record in any editable Table Report showing that data.
Click here to learn more about editing records via a Table Report.