# 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.
*** ### **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 | *** ### **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 *** ### 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. *** ### **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. *** ### **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* | [🖊️Edit this page](https://www.notion.so/Admin-v-211860e6b45e80df886af034909c87e2?source=copy_link)