Layout
Package: BASIC
1. General
The term "layout" refers to how a record is presented in the detail view, in terms of the display and positioning of fields and blocks.
A layout additionally defines which actions are available and which fields are displayed when records are shown and selected.
Layouts can be adapted to the needs and processes of users and groups in order to present records more clearly, which in turn promotes a more efficient way of working.
In the "Layout" tab, all layout settings (detail view of a record) are managed. Existing layouts can be edited and new layouts can be created.
2. Layouts overview
In the "Layout" tab, all existing layouts are displayed as tiles.
Module management - "Layout" tab
Each tile (layout) provides the following functionalities:
- Display name/layout → name of the layout
- Default view display → if the layout has been set as the default view, the "checkmark" icon is shown
- Display of assigned roles → if the layout is role-bound, the number of assigned roles is shown
- Action icon "Delete" → delete the layout (icon is only shown on mouseover of the tile)
- Action icon "Edit" → opens the "Layout" tab for editing
- Action icon "Configure links" → opens the "Configure links" popup window
- Action icon "Edit actions" → opens the "Edit actions" popup window
- Action icon "Copy" → opens the "Copy view" popup window
- Action icon "Edit actions in the header area" → opens the "Edit actions in the header area" popup window
- Switch "Active" → activate/deactivate the layout
Tile of a layout with action icons
3. Create layout
To create a new layout, you must either click the "Create layout" button or the "Plus" action icon in an "empty" tile.
The creation view of a new layout is divided into two areas:
- Basic settings → name of the layout and designation as the default view
- Assign roles → assignment of roles that can use the layout
Creation view of a new layout
In order to edit the blocks and fields of a new layout, it must be saved at least once.
Layouts can be set active directly upon creation.
3.1. Basic settings
In the basic settings, the name of the layout is defined.
The "Default view" checkbox can be used to specify whether the layout should be displayed as the default view for all users.
Despite the "Default view" setting, each user can individually specify which layout they want to use as their default view.
3.2. Assign roles
Roles can optionally be assigned to a layout. The layout is then only available to users who belong to these roles.
If no role has been assigned, the layout is available to all users.
3.3. Configure layout
Once a new layout has been saved for the first time, the configuration of blocks and fields can now take place.
The "Standard" layout serves as the basis for the new layout.
Module management - Layout configuration
The further configuration of blocks and fields is identical to that described in the section Editing a layout.
4. Edit layout
After clicking the "Edit" action icon (the "pencil" icon) in the tile of a layout, the "Layout" tab opens in the editing mode of a layout.
Edit layout action
In the "Layout" tab in the blocks and fields area, the following configurations/actions can be carried out:
- Add block → "Add block" button
- Arrange blocks → "four arrows" action icon
- Hidden fields → "crossed-out eye" action icon
- Add custom field → "Plus" action icon
- Delete block → "Recycle Bin" action icon
- Edit block → "pencil" action icon
- Move up → "pointed arrow upwards" action icon
- Move down → "pointed arrow downwards" action icon
- Expand/Collapse → "angle bracket up/down" action icon
- Delete field → "Recycle Bin" action icon
- Edit properties → "pencil" action icon
The actions within a block in the "Layout" tab are only shown on mouseover of a block.
Example: Layout tab - block actions
4.1. Basic settings
In the basic settings, the name of the layout is defined.
The "Default view" checkbox can be used to specify whether the layout should be displayed as the default view for all users.
Despite the "Default view" setting, each user can individually specify which layout they want to use as their default view.
4.1.1. Assign roles
Roles can optionally be assigned to a layout. The layout is then only available to users who belong to these roles.
If no role has been assigned, the layout is available to all users.
If roles are added/removed, the layout is accordingly available or no longer available to certain users/roles.
4.2. Blocks
The term "block" refers to the – usually thematic – grouping of fields in an area delimited by a frame.
4.2.1. Add block
To add a new block, two options are available:
- "Add block" button → opens the "Add block" popup
- "Plus" action icon (only shown on mouseover of the area between two blocks) → opens the "Add block" popup
The "Add block" popup provides the following fields:
- Block name (DE German) → name of the block
- Block name (additional languages) → translations of the block name into other languages
- Insert after → picklist with the already existing blocks
- Number of columns → picklist to specify the value for the number of columns (values: Dynamic, 2-6 columns)
- Display status → picklist to define the display status of the block (values: expanded, collapsed and hidden)
"Add block" popup
After clicking the "Save" button, the new block is created and displayed. In the next step, custom fields can now be added.
4.2.2. Arrange blocks
To arrange blocks, two options are available:
- "Arrange blocks" action icon ("four arrows" icon) → opens the "Arrange blocks" popup, in which the blocks can be repositioned using drag & drop
- Action icons (in the top right corner of each block)
- "move up" ("pointed arrow upwards" icon) → moves the block up one position with each click
- "move down" ("pointed arrow downwards" icon) → moves the block down one position with each click
"Arrange blocks" action icon
"Arrange blocks" popup
4.2.3. Delete block
The actions within a block are only shown on mouseover of a block.
"Delete block" action icon
After clicking the "Delete block" action icon (the "Recycle Bin" icon), a popup is displayed with the query "Do you really want to delete the block?".
After clicking the "Confirm" button, the block is deleted.
Only blocks that no longer contain any fields can be deleted!
If an attempt is made to delete a block that still contains fields, a corresponding note is displayed. The popup shows which layouts are affected.
"Block deletion not possible" popup
4.2.4. Edit block
The actions within a block are only shown on mouseover of a block.
"Edit block" action icon
After clicking the "Edit block" action icon (the "pencil" icon), the "Edit block" popup opens.
"Edit block" popup
The "Edit block" popup provides the following fields:
- Block name (DE German) → name of the block
- Block name (additional languages) → translations of the block name into other languages
- Number of columns → picklist to specify the value for the number of columns (values: Dynamic, 2-6 columns)
- Display status → picklist to define the display status of the block (values: expanded, collapsed and hidden)
If a block contains mandatory fields, the block cannot be hidden.
4.2.5. Expand/collapse
The actions within a block are only shown on mouseover of a block.
"Expand/collapse block" action icon
By clicking the "Expand/collapse block" action icon ("angle bracket up/down" icon), a block can be expanded or collapsed.
Expanding and collapsing in the layout management serves exclusively to improve clarity when editing the layout in the Global Settings, and has no effect on the display in the detail view. The actual initial state of a block in the detail view, as well as in the editing view, is determined exclusively via the block editing.
4.3. Fields
4.3.1. Hidden fields
The actions within a block are only shown on mouseover of a block.
Fields can be deactivated in the settings of a field ("Active" checkbox). Deactivated fields are then considered "hidden".
If hidden fields are present in a block, the "hidden fields" action icon ("crossed-out eye" icon) is available.
"Hidden fields" action icon
After clicking the "hidden fields" action icon ("crossed-out eye" icon), the "Hidden fields" popup opens.
Hidden fields popup
All hidden fields are listed in the popup. The fields to be shown can be selected via checkbox and shown again using the "Show selected" button.
4.3.2. Add custom field
The actions within a block are only shown on mouseover of a block.
"Add custom field" action icon
After clicking the "Add custom field" action icon (the "Plus" icon), the "Add custom field" popup opens.
"Add custom field" popup
The popup is divided into two areas:
- Basic settings → Properties, Name, Default value and Create text help
- Settings → Mandatory field, Mass change, Quick creation and Additional information
4.3.2.1. Basic settings
4.3.2.1.1. Properties
The field type is defined using the "Type" picklist. For certain field types, further configuration options are available for the field, which are automatically shown after the field is selected.
The following field types are available for selection:
- Text → standard text field
- further configuration options: length (max. number of characters)
- Number → field for entering numbers
- further configuration options: length (max. number of characters), decimal places (number of decimal places)
- Percent → field for entering percentage values
- further configuration options: none
- Currency → field for entering amounts
- further configuration options: none
- Date → date field
- further configuration options: format (Date, Date and time as well as Time), Current time as preselection (if the checkbox is ticked, the field is pre-filled with the current time)
- Email → field for entering email addresses (checked for correct syntax upon entry/saving and displayed as a hyperlink)
- further configuration options: none
- Phone → field for entering phone numbers (displayed as a hyperlink if a telephony connection has been configured in Connect - Telephony)
- further configuration options: none
- Fax → field for entering fax numbers (displayed as a hyperlink if a telephony connection has been configured in Connect - Telephony)
- further configuration options: none
- Picklist → field for selecting predefined picklist values → see Note on picklist values
- further configuration options: creating new values allowed (if the checkbox is ticked, users with the appropriate profile permission can create new values in this picklist)
- additional configuration options: Variable mandatory fields and Picklist dependencies → see Note on picklist
- Reference → existing records can be selected from other modules, thereby establishing references (links) to other modules
- further configuration options: target modules (selection of one or more target modules), default (default for the selection of a record, only shown when selecting multiple target modules)
- URL → field for entering URLs/web addresses (displayed as a hyperlink)
- further configuration options: none
- Checkbox → field of the type checkbox/switch
- further configuration options: none
- Text area → field for entering multi-line text
- further configuration options: width (narrow/wide), HTML formatting (if the checkbox is ticked, a toolbar for formatting the text is shown)
- additional configuration options (if HTML formatting is activated): default font, default font size
These determine the font and font size with which a new record is pre-filled in this field. The values available for selection are taken from the editor configuration and are automatically extended as soon as further fonts or font sizes are added there.
- Multi-selection box → field for selecting several predefined picklist values → see Note on picklist values
- further configuration options: creating new values allowed (if the checkbox is ticked, users with the appropriate profile permission can create new values in this picklist)
- additional configuration options: Variable mandatory fields → see Note on picklist
- File → upload field for uploading files into the brainX system
- further configuration options: width (narrow/wide), file types (selection of the permitted file types, no selection means all file types are permitted), multiple upload (uploading multiple files is permitted)
- User selection → field for selecting all (active) users
- further configuration option: none
- State/province identifier → field for selecting a state/province or a region; the available values depend on the selected country. The field type is available in all modules with addresses.
- further configuration options: none
For a picklist (field type "Picklist" and "Multi-selection box"), multiple field values can be entered in the "Picklist values" area during creation. When a new field value is entered, another input field automatically opens.
"Add custom field" popup - Picklist values
In the input field for the name of a picklist value, a "colour picker" is available, which can be used to define a colour for a picklist value.
If the picklist column is displayed in a list view of a module, the field value is highlighted in the list view according to the selected colour.
This provides a very good visual overview in list views.
For the field types "Picklist" and "Multi-selection box", additional configuration tabs are available in the "Add custom field" popup:
- "Variable mandatory fields" tab (field types "Picklist" and "Multi-selection box")
- "Picklist dependencies" tab (field type "Picklist")
"Variable mandatory fields" tab
Before configuration is possible, at least one picklist value must exist.
The "Variable mandatory fields" setting provides the option to define selected fields as mandatory depending on a picklist value.
"Add custom field" popup - "Variable mandatory fields" tab
If a picklist value has been selected in the "Selection of the list value" area, an overview of all fields that can be defined as mandatory fields is displayed in the lower "Selection of mandatory fields" area.
Using the checkbox next to each field in the "Selection of mandatory fields" area, it is now defined which fields are mandatory fields when the corresponding picklist value is selected in the creation or editing mode of a record.
Variable mandatory fields are set directly on the target field and can – analogously to the Automations – be combined with condition groups.
- Any field of the module can serve as a condition, not just picklists.
- During mass editing, variable mandatory fields are checked per record.
- Existing settings were automatically carried over during the update.
Fields on which a corresponding function of the variable mandatory fields is applied can no longer be edited via the Quick Edit and mass editing function.
If a picklist value is deleted in the layout management, all mandatory field configurations linked to it are irrevocably removed.
CSV imports and CSV updates – which contain fields or picklist values for which variable mandatory fields have been defined – are executed without a corresponding check!
Before configuration is possible, at least one picklist value must exist.
In the "Picklist dependencies" tab, it can be defined which picklist values are available in other picklists when a specific picklist value has been selected in the picklist.
"Add custom field" popup - "Picklist dependencies" tab
At least one entry per column must be selected in the target field, otherwise the dependency cannot be created.
If a picklist dependency is configured, the source and target fields are no longer available for the Quick Edit function. These fields can therefore not be edited individually either in the list view or in the detail view. The picklists can only be changed in the editing mode of a record.
Picklist dependencies only take effect in the editing mode of a record and not during the execution of background tasks or Automations!
The "Transfer field values" tab is only available in the Leads module.
Using the "Convert lead" action in the Leads module, a record can be converted. Converting means that the record of the lead is deleted and a new record is automatically created in the Contacts module. Optionally, additional records can be created in the Organizations, Partner, Deals, Appointments and Tasks modules.
Custom fields that are to be taken into account during the conversion can be configured in the "Add custom field - Transfer field values tab" popup.
Add custom field popup - Transfer field values tab
In the "Transfer field values" tab, it is defined into which modules the data from this field should be transferred during the lead conversion. Only fields of a suitable type that are not already configured on other fields are permitted here.
For the four modules
- Module: Organizations
- Module: Contacts
- Module: Partner
- Module: Deals
it can be specified separately in each case whether and into which target field the field value should be transferred during the conversion. In each of the four picklists, in addition to the existing fields of the respective target module, the following standard values are also available for selection:
- Do not transfer → the field value is not transferred into the target module during the conversion.
- Create field and transfer → a new field with an identical field type and name is automatically created in the target module and the field value is transferred there. The new field is inserted into the standard block of the default view of the respective target module.
The behaviour of the Variable mandatory fields is also available in the Dynamic display as the option Set only as mandatory field. There, you can additionally control whether fields and blocks are displayed.
4.3.2.1.2. Name
In the "Name" area, the display name of the field is defined in multiple languages in the "Name" field.
4.3.2.1.3. Default value
In the "Default value" area, for predefined field types it is possible to assign a default value. This means that when a record is created, the field is pre-filled with this value.
4.3.2.1.4. Create help text
Optionally, a so-called "text help" can be created for fields. If a text help has been configured, the "i" icon is shown next to the field in the editing view of a record.
On mouseover of the icon, the text help is displayed.
After clicking the "Text help" button, a text area is shown in which the text help can be entered in multiple languages.
A text help is useful for many users if the field name alone is not meaningful enough and can then give users guidance on how to fill it in.
Short instructions or general notes about the field are also helpful for many users.
4.3.2.2. Settings
In the "Add custom field" popup, the "Settings" area is displayed on the right-hand side, in which additional configurations for a field are available.
4.3.2.2.1. Mandatory field
Mandatory fields are marked with a red asterisk * in the creation and editing view of a record.
A record cannot be saved if a mandatory field does not contain a valid value!
If a picklist dependency exists between two fields of the picklist type, the target field of this picklist dependency cannot be defined as a mandatory field!
4.3.2.2.2. Mass update
In list views of modules, the mass editing action is available.
If the "Mass change" setting has been activated, the field is also available accordingly in mass editing.
4.3.2.2.3. Quick create
At various points in the brainX system, new records can be created using the so-called "Quick creation" (e.g. the "Create" action in the navigation bar). This means that only a popup window with the most important fields is shown, instead of the creation view of a new record.
If the "Quick creation" setting has been activated, the field is also available accordingly in the popup window.
4.3.2.2.4. Additional information
If the "Additional information" setting has been activated, the field is not available in the main screen for data entry, but is displayed in a separate sidebar in the detail view of a record.
The button for showing and hiding the "Additional information" sidebar is permanently displayed in the detail and editing view – regardless of whether the mouse pointer is over the area. Via this button, the "Additional information" setting for the respective field can also be deactivated directly.
Detail view - "Additional information" sidebar
The "Additional information" setting is suitable for fields that
- are rarely used
- fields/auxiliary fields for Automations
4.3.2.2.5. Organization-related
The "Organization-related" setting is only shown in the Contacts module.
In addition to a main organization, further organizations can be referenced in the "Organization" reference field for a contact. If a different organization is selected in the detail view of a record in the Contacts module, the record is reloaded. The respective organization-related values of these fields are then displayed. The values of the "organization-related data" thus have a direct dependency on the selected organization.
On the one hand, there are fields that are marked as organization-related by default by the brainX system; on the other hand, new custom fields can also be marked as "organization-related" when created in the module manager.
Organization-related fields can be moved into any block in the "Module management - Layout" setting and do not necessarily have to be located in the "Organization-related data" block.
However, it is recommended to place the organization-related fields in the "Organization-related data" block, as there is no visual indicator for organization-related fields. If a different organization is selected in the organization-related "Organization" field, the page is reloaded and the organization-related fields have a different value or possibly no value anymore. This can lead to confusion if one or more organization-related fields are in a different block, as the change of the field values may happen unnoticed.
4.3.2.2.6. Audit-proof
The "Audit-proof" setting is only shown in the Products and Services modules.
Audit-proof fields are necessary to comply with legal requirements, prevent manipulation, ensure transparency and create legal certainty.
Audit-proof fields cannot be deleted.
Audit-proof fields can be used in PDF templates within the item groups.
4.3.2.2.7. Active languages
The "Active languages" setting is only shown in the Products and Services modules.
As soon as a multilingual field exists, the system's default language can no longer be changed!
In addition to the default language, further languages can be activated here for the custom field.
4.3.3. Delete field
The actions of a field are only shown on mouseover of the field.
"Delete field" action icon
After clicking the "Delete field" action icon, a popup is displayed with the query "Do you really want to delete?".
After clicking the "Confirm" button, the field is deleted.
When deleting a field, a note may appear stating that the field cannot be deleted because it is still in use. The note informs you about the specific places where it is used, e.g. in an automation, a report or a list view. The field can only be deleted after it has been removed from all the listed places.
In some cases, it may additionally be necessary to also delete records from the Recycle Bin module before a field can be finally deleted. This applies to fields that were used in records that have already been deleted but not yet permanently removed from the Recycle Bin.
The fields present upon delivery of the system can be adapted differently in the Layout depending on the field type. Fields that are not needed can be deleted from the layout, deactivated via the field properties ("Active" checkbox) or hidden by adjusting the display status of a block.
If certain user groups are to have different fields or field arrangements available, a new layout can be created for this purpose and assigned to the corresponding role.
Whether a field can be deleted, deactivated or hidden depends on the respective field type as well as on whether the field is defined as a mandatory field by the system.
4.3.4. Edit properties
The actions of a field are only shown on mouseover of the field.
"Edit properties" action icon
After clicking the "Edit properties" action icon (the "pencil" icon), the "Edit properties" popup opens.
4.3.4.1. Basic settings tab
Edit properties popup
In the "Edit properties" popup, exactly the same functionalities are available as in the creation of a custom field.
The exception here is the "Type" field and the length of a field, which cannot be changed afterwards.
In the "Edit properties" popup, the same options are available as in the creation of a custom field - with the exception that the Type and the Length of a field can no longer be changed afterwards.
Click-to-Dial
For fields of the Phone type, Click-to-Dial can be deactivated per field. The number is then not displayed as a clickable link. By default, Click-to-Dial is activated.
Edit properties popup - Click-to-Dial option
For fields of the "Fax" type, Click-to-Dial is not activated and cannot be activated either.
Price or sales price in mass editing
In the Products and Services modules, the Price or Sales price field can be enabled for mass editing via the Mass change setting. By default, the setting is not activated. For the restrictions, see the pages of the respective modules.
4.3.4.2. Field value transfer tab
The "Transfer field values" tab in the "Edit properties" popup is only available in the Leads module!
Using the "Convert lead" action in the Leads module, a record can be "converted". Converting means that the record of the lead is deleted and a new record is automatically created in the Contacts module.
Optionally, additional records can also be created in the Organizations, Partner, Deals, Appointments and Tasks modules.
In the "Transfer field values" tab, it is defined into which modules the data from this field should be transferred during the lead conversion. Only fields of a suitable type that are not already configured on other fields are permitted here.
Edit properties popup - Transfer field values tab (Leads module)
In the four picklists
- Module: Organizations
- Module: Contacts
- Module: Partner
- Module: Deals
it is defined whether the field values should generally be transferred, or into which fields the field values are transferred during a transfer.
4.3.5. Move field
Fields can be moved both within a block and into other blocks using drag & drop.
4.3.6. Dynamic Display
With the Dynamic display, conditions are used to control whether a field or an entire block is displayed in the creation and editing view and whether a field is considered a mandatory field.
The configuration takes place in the "Dynamic display" tab. The tab is available both in the field settings ("Edit properties" popup) and in the block settings ("Edit block" popup).
Edit properties popup - Dynamic display tab
Edit block popup - Dynamic display tab
In the tab, one or more condition groups are created. For each condition group, it is defined what should happen when the conditions are met:
- Show field → the field or the block is shown
- Show field and set as mandatory field → the field is shown and must be filled in
- Set only as mandatory field → the field remains visible and becomes a mandatory field (corresponds to the previous behaviour of the Variable mandatory fields)
When showing or hiding, the affected field or block pulsates briefly so that the change stands out in the editing view.
The block takes precedence. If a block is hidden, all fields it contains are also invisible. The settings of these fields then do not take effect – not even if a field is set as a mandatory field.
Hidden fields retain their value. If a field is hidden, the previous field value remains saved. If the value is to be removed, the field must be explicitly cleared. This prevents accidental data loss.
The Dynamic display only takes effect in the interface. Changes via the REST API or via Automations are executed regardless of the visibility of a field.
Already configured Variable mandatory fields behave unchanged after the update.
5. Configure links
Using the "Configure links" action, the modules are configured that are displayed in the detail view of a record in the Relations tab in the respective layout.
"Configure links" action icon
After clicking the "Configure links" action icon (the "chain links" icon) in the tile of a layout, the "Configure links" popup window opens.
Configure links popup
Using the switch, it can now be configured which modules should be displayed.
The order of the modules, as they are displayed in the "Relations" tab, can be defined using drag & drop.
After clicking an "Advanced configuration" action icon ("angle bracket" icon), the area expands to allow further configurations to be made.
Configure links popup - Advanced configuration
The following configuration points are available:
- Configure columns → configuration of the columns that are displayed for the module. The fields can be sorted via drag & drop. With the "Add field" button, further fields can be selected for display. To remove a field, the "Remove field" action icon ("x" icon) of the respective field must be clicked.
- "Action after record creation" field (picklist) → If the "create record (module name)" action icon is clicked for a module in the "Relations" tab, a new record can be created for the relevant module. In the "Action after record creation" field, it is configured what happens after the creation of the new record:
- To the original record → after the new record has been created, the record in which the action was started is called up again.
- To the new record → after the new record has been created, the newly created record is displayed.
6. Edit actions
Using the "Edit actions" action, the actions are configured that are displayed in the detail view of a record in the flyout menu after clicking the "Actions" button.
"Edit actions" action icon
Detail view with flyout menu of the actions
After clicking the "Edit actions" action icon (the "two arrows with dot" icon), the "Edit actions" popup opens.
"Edit actions" popup
The popup shows all existing actions in a four-column list view:
- Action → icon and name of the action
- Field mappings → number of existing field mappings
- Status - display of the status (active/inactive) in the form of a switch to set the status of the action (active/inactive)
- Actions → "three dots" action icon to display a flyout menu with further actions for the respective action (whether and which actions are displayed depends on the respective action and the relevant module.)
"Edit actions" popup - flyout menu with actions
Using the actions in the flyout menu, actions can be edited, copied or deleted. Whether and which actions are displayed depends on the respective action and the relevant module.
Actions with the status "inactive" are still available in Automations!
New action
Using the "New action" button, new actions can be added. After clicking the "New action" button, the "New action" popup opens.
"New action" popup
The following fields are available here for configuration:
- View → name of the layout for which the action is created (display only)
- Copy to view → selection of further layouts/views into which the action is to be copied
- DE German → selection of the icon (see screenshot ""New action" popup - Select icon" below) and input field for the name of the action in German
- Languages → input field to enter the translation of the name in further languages
- Transfer module → selection of the transfer module (creation view in this module is opened)
- Target view → selection of the layout to be opened in the transfer module
"New action" popup - Select icon
7. Copy layout
Using the "Copy layout" action, complete layouts can be copied in order to create new layouts that are very similar to the current layout.
After clicking the "Copy layout" action icon (the "two sheets" icon), the "Copy view" popup opens.
"Copy view" popup
The following settings can be carried over:
- Roles → assigned roles are carried over
- Field arrangement → the existing field arrangement is carried over
- Actions → all configured actions are carried over
- Dashboard → configuration settings of the dashboard are carried over
After clicking the "Save" button, the editing view of the copied layout is displayed for further configuration.
All the functionalities described in the section Editing a layout are available.
8. Edit actions in the header area
Using the "Edit actions in the header area" action, the action icons displayed in the header area of the detail view can be configured.
Detail view - actions in the header area
After clicking the "Edit actions in the header area" action icon (the "arrow upwards" icon), the "Edit actions in the header area" popup opens.
"Actions in the header area" popup
The "Edit actions in the header area" popup is divided into two columns:
- Available → selection of the action that is to be displayed in the header area (limit = 4 actions), the selection is made by clicking the action
- Selected → display of the selected actions
- actions can be sorted using drag & drop
- on mouseover of an action, the "x" action icon is shown, which can be used to remove the action from the column of selected actions.
Using the "Clear list" button, all actions in the "Selected" column are removed.
9. Layout active/inactive
Using the "Active/Not active" switch, it is configured whether the layout is generally active/not active.
Inactive layouts are no longer available to users when selecting a layout.
10. Delete layout
Using the "Delete" action, the complete layout can be deleted.
After clicking the "Delete" action icon (the "trash can" icon), a popup is displayed with the query "Do you really want to delete the view "view-name"?"
After clicking the "Confirm" button, the layout is permanently deleted.
Deleted layouts are permanently deleted and cannot be restored!
11. Practical examples
1 – Creating a role-specific layout for sales
The sales team should be given a clear presentation with the most important fields in the detail view of Deals, while the accounting department requires an extended view with payment and invoice fields. In the module manager of the Deals module, a new layout Sales is created via Create layout and assigned to the Sales employee role. Fields such as Purchase price and Margin are removed from the layout. A second layout Accounting receives all financial fields and is assigned to the Accounting role.
2 – Creating a new custom field "Priority" with a picklist and colours
In the Deals module, a new field Priority with the values High, Medium and Low is to be added, which are highlighted in colour in the list view. In the layout editor, an existing block is extended via the Plus action icon. In the Add custom field popup, the type Picklist is selected. The three values are entered and each given a colour (High = Red, Medium = Orange, Low = Green). The field is activated as Mass change so that it can also be changed from the list view.
3 – Adapting an existing layout by copying it
An existing layout Standard is to serve as the basis for a new layout Field service that has fewer fields and a simplified structure. Via the Copy layout action icon on the Standard tile, the Copy view popup is opened. Field arrangement and Actions are carried over. In the copied layout, unneeded blocks are emptied and deleted, and the Sales field service role is assigned.
4 – Adapting links in the Relations tab
In the Contacts module, the Deals and Tasks modules are to appear at the very top in the Relations tab and the Delivery Notes module is to be hidden. The popup is opened via the Configure links action icon. The switch for Delivery Notes is deactivated. Deals and Tasks are dragged to the top positions via drag & drop.
12. Frequently asked questions
Can a module have several layouts at the same time?
Yes. Any number of layouts can be created per module. In the detail view, each user can switch between the layouts available to them via the view selection. If a role is assigned to a layout, only users of that role can see it.
Why does a user see a different layout than expected?
The displayed layout depends on which layout the user has selected as their default view, and which layouts are enabled for their role. Even if a layout is marked as the system-wide default view, each user can individually set a different layout as their personal default.
Why can't a block be deleted?
A block can only be deleted if it no longer contains any fields. All fields must first be moved into other blocks or removed from the layout.
What happens to data when a custom field is deleted?
All data values stored in this field are irrevocably lost. Before deletion, brainX checks whether the field is still used in automations, reports or list views, and gives a corresponding note. The field can only be deleted after it has been removed from all the listed places.
Can I change the field type of an existing field afterwards?
No. The type and length of a field cannot be changed after creation. If a different field type is needed, the old field must be deleted and a new field with the desired type created.
What is the difference between "deactivating" a field and "deleting a field from the layout"?
Deactivating (removing the Active checkbox) hides the field without losing the stored data – the field is considered hidden and can be shown again at any time. Deleting removes the field permanently, including all stored data values.