Custom layouts in Aha! Ideas

Custom layouts in Aha! help you define the information that you want your teammates to see at two important times: when they create a record and when they view a record's details.

The Ideas > Overview page and ideas drawer with More options > Edit custom layout highlighted.

You can customize a record's layouts in two ways:

  • Use the Record create layout to ensure that the correct data is captured when a record is first created.

  • Use the Record view layout to choose how data is presented in the record's Details and Drawer views. In both Record view layouts, you can rearrange the tabs as well as the fields on a record.

To create and edit custom layouts, you need to be an Aha! administrator with customization permissions. To choose which layouts to use for a workspace in your account, you will need workspace owner permissions.

Note: This article discusses functionality that is included in Ideas Advanced. Please contact us if you would like a live demo or would like to try using it in your account. (Roadmaps accounts created before October 20, 2020 include this functionality.)

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Create a custom layout

Each record type in Aha! comes with a default layout of standard fields. Most record types allow you to customize these fields. If you want to customize the layout of a record's fields or tabs, you should create a custom layout and apply that to your workspace.

There are two ways to create a custom layout (or adjust an existing one):

  • On the More options button of an individual record, select Create new custom layout or Edit custom layout. Either option will open the Custom layout builder.

  • Navigate to Settings ⚙️ → Account → Custom layouts. Select the record type you would like to customize, then click Add custom layout or hover over a layout that you wish to Edit. Either option will open the Custom layout builder.

With the Custom layout builder open, start by giving your custom layout a name. Each record has two layouts — the Record create layout and the Record view layout. We will go over these individually in the following sections.

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Ideas layouts

There are several different record layouts that relate to ideas:

  • The Ideas layout controls how ideas look when they are created from within your Aha! account. This form gives you the option to include fields that you might not want available to an external audience.

  • The Ideas form layout controls how ideas look when they are created from an ideas portal.

  • The Ideas portal layout controls how created ideas look on an ideas portal.

  • The Ideas proxy votes layout controls how proxy votes — available to Ideas Advanced users — look when added from within your Aha! account. This form gives you the option to include fields that you might not want available to an external audience.

  • The Ideas portal proxy votes layout controls how proxy votes look when added from an ideas portal.

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Customize a record's create layout

Use the Layouts dropdown at the top-left corner of the Custom layout builder to select the Record create layout. This layout is what users will see when they create a record of this type. You often want to focus this layout around the information you need to capture first.

The create record layout view

Let's work through this layout builder from left to right.

The Fields list on the left shows all available standard and custom fields that you can add to your layout.

You will see an example record in the center of the page, with a few default fields to get your layout started. Most record types have several fields (like Name or Type) that are standard and cannot be removed or rearranged. Everything else is up to you.

  • Drag standard or custom fields from the Fields list to your record create layout.

  • Click the X by a field in the layout where available to remove it from the layout.

  • Drag fields in your layout vertically to rearrange them.

  • Check the box by Required to require a field. If this box is checked, users will not be able to create that record type if the required field is empty.

Note: Required fields are only required for records created using this layout. Aha! does not enforce these requirements for records that are created from integrations, CSV import, the Aha! mobile app, or the Aha! REST API. Also, after the record is created, data can be removed or edited in those required fields — they are only a requirement to create the record.

If you want to create a new custom field while you are customizing a record's Create layout, use the Layouts dropdown to switch to the View layout. There, you can create a custom field or navigate to Settings ⚙️ → Account → Custom fields to create one.

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Customize a record's view layout

Remember, users will see a record's Record view layout after it has been created. They can access a record either in its full-page Details view or in a pop-out Drawer view while they are on another page. To start customizing the Record view layout, use the Layouts dropdown in the top-left corner of the Custom layout builder to switch to it.

The view record layout view

You can adjust a Record view layout by adjusting its fields or its tabs.

Adjust layout fields

The Fields list on the left shows you all available Existing custom fields that you can add to your layout — with a search bar to help you sort through the list. If you want to create a New custom field, you can do that as well. In either case, drag the field you want to add over to your layout. If you are creating a new field, you will be asked to name it and provide any other details relevant to that custom field.

You will see an example record in the center of the page, with a few default fields to get your layout started. First, configure the fields you see in the Overview tab.

  • Add fields: Drag standard or custom fields from the Fields list to your record layout to add them. Or drag them off the record layout to remove them.

  • Remove fields: Click the More options button beside a field and select Remove from layout to remove it.
    Note: Some fields, such as Status, cannot be removed from a layout.

  • Rearrange fields: Drag fields in your layout vertically to rearrange them.

  • Adjust field visibility: When users open a record after it has been created, they can sometimes see a lot of fields in the Overview tab. Use the More options button beside each field to decide whether that field should be Always shown when a user first opens the record, Hidden, or (where available) Hidden if empty. Users can always expand a record's layout to show a full list of fields, so you want to make sure that the fields most commonly used in your record workflow are always shown.

  • Edit custom fields: If you need to adjust a custom field that you added, click the More options button beside the field and select Edit custom field.

Adjust layout tabs

Next, configure the tabs arrangement of a record's layout. Rather than list all information at once, most Aha! record types break out relevant information into tabs. Usually, you'll see a Description of the record, Overview of its fields, Comments, To-dos, Related records, and the record's History. This depends on the record type or integrations you have enabled.

By default, a record's Overview will be the first tab in the details view and a collapsible column on the right side of the drawer view. A record's Description or Theme defaults to a location above the other tabs so you can read a summary of a record and then see fields that relate to it. However, you can change these defaults in custom layouts.

  • Click and drag tabs to rearrange their order.

  • You can move the Description tab out of the top position if you like. If you do this, your record layout will have nothing in the top position.

  • The Details view of a record layout includes a right sidebar. By default, the Overview tab takes this position, but you can move any tab into that sidebar. You can also choose not to place a tab here and have a layout without a sidebar.

  • A custom layout can show several tabs side-by-side, depending on the size of your browser window. The More tab is an overflow space where tabs beyond what your browser window can show will appear. Use the More tab in the layout builder to select which tabs should be hidden behind the More tab if a user's browser window cannot fit all the tabs in one view.

Finished? Great! Look to the top-right corner.

  • If this is an existing layout applied to a workspace, hover over the Impacts # workspaces link to see what records changes to this layout will affect — then click into any workspace to see more.
    Note: Multiple workspaces can use the same custom layout — but the individual workspace settings or integrations might affect the fields and tabs that appear in that workspace when using a custom layout.

  • Use the view toggle to switch between the View layout's drawer and Details views.

  • Click Cancel to cancel your changes.

  • Click Save layout to save your layout.

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Apply custom layouts to your workspace

To apply an existing custom layout to your workspace, navigate to Settings ⚙️ → Workspace → Configure → Custom layouts. Select the layout you want to use for a particular record type. Assigning layouts here to a record type will assign both the record create layout and the record view layout for that record type.

Note: A record will only display the custom fields that are included in the Record view layout of the workspace where the record resides. For example, you could create a feature in Workspace A and then move it to a release for Workspace B, which uses a different layout. For the same data to be visible in Workspace B, the layout for Workspace B must include the same custom fields that were defined in Workspace A.

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