Rich Text

Introduction

The Rich Text field allows users to input and format multi-line content directly within a checklist. Unlike plain text fields, Rich Text supports styling options such as bold, italic, bullet lists, and links—making it ideal for fields that require detailed descriptions, structured notes, or standardized instructions.

This field type improves clarity, reduces ambiguity, and enhances the usability of checklist-driven workflows in regulated environments like QMS, CAPA, and validation records.

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2. How Rich Text Works

The Rich Text field opens when a user clicks on the “Add Rich Text” button. Once expanded, the text box provides a formatting toolbar with the following capabilities:

Function	Description
Bold	Makes selected text bold
Italic	Italicizes selected text
Underline	Underlines selected text
Insert Link	Turns selected text into a clickable hyperlink
Bulleted List	Adds a bulleted list
Numbered List	Adds a numbered/ordered list
Text Color & Highlight	Applies font color or background highlight to selected text

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3. How Rich Text helps you

Rich Text fields are best used where formatting enhances comprehension or structured input is required.

Examples of use cases

• CAPA effectiveness summaries

• Deviation justifications

• Test and validation protocols

• Investigation reports

• SOP follow-up notes

Benefits:

• Break down complex responses into readable, structured points

• Highlight key content using formatting

• Reduce errors and miscommunication

• Maintain consistency in how responses are written across teams

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4. Configuration Steps

To add a Rich Text field in a checklist, follow these steps:

1. Navigate to the Manage View section from the left panel.

2. Click into the Checklist tab.

3. Click “Add Field.”

4. Choose Field Type as Rich Text.

5. Give the field a name (e.g., “Effectiveness Summary”).

6. (Optional) Add a placeholder to guide users on what to write.

7. Save the checklist configuration.

Once configured, the field will appear to users during checklist execution.

5. Roles and Permissions

Role	Capabilities in Rich Text Fields
Admin	- Configure field settings in Process Builder- Set visibility, layout, and conditions
Org Member	- Enter and format content in Rich Text fields if visible and editable
External Member	- Can access and edit Rich Text fields only if made visible/editable via admin-defined logic

Field access for Org and External Members is governed by conditional logic, status, and user role settings defined in the field configuration.

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6. Rich Text Field Settings

Rich Text fields allow admins to configure a combination of prompts and layout settings. You can set a Field Label (e.g., “Effectiveness Summary”), an optional Placeholder Text that appears within the input area before entry begins. From a layout perspective, you can define the column width (full or half-width), adjust vertical spacing to improve readability, control whether the field appears collapsed or expanded by default, and restrict edit access using record status or user role logic.

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7. Rich Text Conditions

You can apply conditional logic to control when the field is visible or editable. This allows for context-aware field display depending on values in other fields, record status, or user roles.

Setting	Description	Use case
Show until condition met	Field remains visible until a defined condition is true (e.g., a field reaches a specific value).	Display “Root Cause Description” until “CAPA Closed” = Yes (Medical Device CAPA closure documentation)
Hidden until condition met	Field stays hidden and becomes visible only when the condition is met.	Reveal “Corrective Action Details” only if “Action Required?” = Yes (Pharma deviation management)
Mandatory until condition met	Field is required until the condition is met, after which it becomes optional.	Require “Failure Notes” until “Status” = Resolved (Quality investigation logs)
Disable until condition met	Field is locked (non-editable) until the condition is true.	Restrict editing of “Effectiveness Review” until “Implementation Status” = Complete (CAPA process control)
Condition	Specify the field to watch (from form data or checklist data), then choose a qualifier (e.g., Value = “Yes”).	Tie visibility of the Rich Text field to “Risk Level” or “Category” fields (Regulated process workflows)
+ Add condition (AND)	Add multiple rules that must all be satisfied together.	Show field only when “CAPA Required” = Yes and “Severity” = High (FDA/ISO audits or change control)
Behavior	Override default logic with manual behavior like “Show field”, “Hide field”, or “Disable/Lock field”.	Force a field to stay hidden regardless of condition logic when needed for exception handling
Mandatory if not hidden	Makes the field required only when it is visible (enabled as a checkbox).	Ensure “Justification Notes” are filled if shown, but ignore if the field is hidden due to upstream conditions

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