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.
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:
Rich Text fields are best used where formatting enhances comprehension or structured input is required.
CAPA effectiveness summaries
Deviation justifications
Test and validation protocols
Investigation reports
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
To add a Rich Text field in a checklist, follow these steps:
Navigate to the Manage View section from the left panel.
Click into the Checklist tab.
Click “Add Field.”
Choose Field Type as Rich Text
Once configured, the field will appear to users during checklist execution.
Field access for Org and External Members is governed by conditional logic, status, and user role settings defined in the field configuration.
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.
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.
SOP follow-up notes
Give the field a name (e.g., “Effectiveness Summary”).
(Optional) Add a placeholder to guide users on what to write.
Save the checklist configuration.
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
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
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
- Can access and edit Rich Text fields only if made visible/editable via admin-defined logic
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