Department fields store one selected department. They are used when a form record needs to identify the responsible department, reporting department, request department, or cost department.
Use a department field instead of a generic search field when the value should come from the tenant's department structure.
Basic Settings
| Setting | Description |
|---|
| Name | The field label shown to users. It is required and should describe the department role clearly |
| API Name | The stable technical name used by data APIs, scripts, formulas, imports, and integrations. It is required |
| Required | Requires users to select a department before the record can be saved |
| Readonly | Shows the selected department but prevents users from changing it |
| Disabled | Makes the field unavailable for normal use |
| Hidden | Stores the selected department while hiding it from normal form pages |
Department Field Config
| Setting | Description |
|---|
| Placeholder | Prompt text shown before users select a department |
| Show Search | Allows users to search departments while selecting |
| Active Departments Only | Shows active departments as selectable options. Already selected disabled departments remain valid |
| Validate Trigger | Controls when department validation runs: when the value changes, when the field loses focus, or when the record is submitted |
| Input Status | Adds a visual status to the field, such as warning or error |
| Invalid Department Message | Custom message shown when the selected department is invalid or unavailable |
| Field Color | Sets the display color used for the field |
| Help Text | Helper copy shown near the field. Use it to explain which department should be selected |
Common Examples
| Scenario | Field Meaning |
|---|
| Request department | The department that submitted the request |
| Responsible department | The department responsible for follow-up |
| Cost department | The department that owns the cost |
| Reporting department | The department used for statistics and reports |
Configuration Tips
| Tip | Description |
|---|
| Use specific names | Names such as Responsible Department or Cost Department are clearer than Department |
| Enable search for large organizations | Search helps users find departments quickly in deep structures |
| Keep active-only enabled for normal use | It prevents users from selecting departments that should no longer receive new records |