Who it’s for: Administrators and users with Screen Designer permissions
Platform: Sense HR
Available on: Elite and Enterprise plans
Before you begin, make sure you’re:
☑️ Logged in
☑️ Assigned the relevant permissions
☑️ Familiar with Screen Designer basics (see Screen Designer: Overview)
☑️ Aware of field and screen behaviour rules (see Screen Designer: Concepts & Data Behaviour)
⚠️ Important:
Screens are shared objects.
If you edit a screen, those changes apply everywhere the screen is used — across all profile templates, workflows, and reports.
Overview
Editing a screen allows you to:
• Add new fields
• Remove fields
• Reorder fields
• Edit field properties
• Rename the screen
• Review or create workflow variants (where supported)
• Delete a screen entirely
The options available depend on the type of screen you are editing.
Because Profile screens may be used in multiple profile templates, careful editing ensures data remains accurate, safe, and consistent.
This article focuses on how to edit screens safely.
For full behind-the-scenes behaviour, refer to Screen Designer: Concepts & Data Behaviour.
Editing different screen types
The editing experience is similar for all screen types, but some behaviours differ.
Profile screens
Profile screens can be edited to change their structure, fields, layout, and workflow variants.
They may be shared across multiple Profile templates.
Return to Work screens
Return to Work screens include predefined system fields.
These fields:
always remain at the top of the screen
cannot be removed
cannot be reordered
cannot be modified
You can add, edit, reorder, or remove your own custom fields.
Return to Work screens support workflow variants.
Expense line item screens
Expense line item screens include predefined system fields based on the selected expense type.
These fields cannot be removed.
You can add, edit, reorder, or remove your own custom fields.
Expense line item screens do not support workflow variants.
Edit a screen
You can access any editable (custom) screen in two ways:
METHOD A (Recommended):
Screen designer > Screens > Select a screen
METHOD B (Shortcut for Profile screens):
Screen designer > Profile templates > [Template] > Click a screen name
Both methods open the same master screen — not a template-specific version.
Method A (Recommended) — Edit from the Screens list
This is usually the safest method because it shows you:
How many profile templates are using a Profile screen
Whether the screen is active or inactive
Whether it contains variants
To edit:
Go to Settings > Screen designer > Screens
Select the screen for editing
Make your changes
Click Save changes to save
💡 Best practice tip:
Always use this method for screens shared across multiple profile templates.
Method B — Edit via a Profile template (Shortcut for Profile screens)
This approach is might be convenient when:
The screen belongs to only one profile template
The screen was created specifically for that workforce group (profile template)
The screen has not yet been shared or reused
You know exactly where else the screen is used
To edit:
Go to Settings > Screen designer > Profile templates
Select a template
Click the screen name in the left sidebar
Click Edit in the upper right
In the confirmation window, click OK to confirm
Make your changes
Click Save changes
⚠️ Caution:
This is not a template-specific version.
You are editing the original screen, and any changes will update it everywhere it is used.
Editing fields on a screen
You can safely add, remove, reorder, and edit fields — as long as you understand how each action affects the system.
Add a field to the screen
Use the left sidebar:
Existing fields tab
Drag in reusable fields already in your system.
New fields tab
Drag in new fields and configure them in the right-hand panel.
Once saved, the field becomes reusable and appears under Existing fields.
Remove a field from the screen
To remove a field:
1. Click the field on the canvas
2. Click Remove (🗑️)
3. Confirm the deletion
Depending on whether the field contains data on that screen, you may see:
• A simple confirmation (no data)
• A two-step delete confirmation requiring you to type DELETE (if data exists)
What happens to data when removing a field?
• Data is deleted only for that screen
• Data on other screens using the same field is not affected
• The field remains in Existing fields if used on at least one other screen
• The field is permanently deleted only when removed from its final screen
For full rules, see Concepts & Data Behaviour.
Edit field properties
Click a field to edit:
• Label
• Help text
• Placeholder
• Required status (when supported)
• Options (checkbox, radio, dropdown)
• Validation rules
⚠️ Important
Editing a field’s properties updates that field everywhere it is used — across screens, workflows, and reports.
Field type cannot be changed once created.
This protects existing data and system behaviour.
Reorder fields
Fields can be dragged and dropped to change their order.
For table screens:
• Field order lifts into the Add record form
• Column header selection determines table columns
• You must maintain at least one column header
Column headers (Table screens only)
Table screens require at least one column header.
To set a column header:
1. Click a field
2. Enable Mark as column header
💡 Tip:
Mark all meaningful fields as column headers to improve usability and reporting.
Editing screen settings
Use Screen settings to update screen-level details, including the screen name and modal width.
To edit screen settings:
Go to Screen designer > Screens and locate the screen you want to update.
Click More actions (…).
Select Screen settings.
Update the screen name or modal width.
Click Save.
Editing the screen name
Renaming a screen updates the screen label everywhere it appears.
This may include:
profile navigation
reporting categories
workflows
related screen lists
Changing modal width
Modal width controls the width of the window users see when viewing, adding, or editing information for that screen.
You can update the modal width from Screen settings if the screen content would be easier to complete in a narrower or wider window.
Deleting a screen
You can delete screens when their data and system dependencies allow it.
Deletion rules differ depending on the type of screen:
Profile screens can be deleted according to the standard Screen Designer rules.
Return to Work screens can only be deleted if no Return to Work data has been recorded against them.
Expense line item screens can only be deleted if no expense data has been recorded against them.
To delete a screen:
1. Go to Screen designer > Screens and locate the screen you want to delete.
2. Click More actions (…) > Delete
If a Profile screen contains data:
• A two-step delete flow appears
• You must type DELETE
If no data exists:
• A single confirmation appears
Deleting a screen permanently removes:
• The screen structure
• All data stored in it (Profile screens only)
• Its reporting category
• Any workflow variants
• Any references or permissions tied to it
This action cannot be undone.
💡 Tip:
Export the screen’s report category before deleting it if you need a copy of the data.
Visibility: Access roles vs Screen editing
Editing a screen does not control who can see it.
Visibility (and edit/add/delete access) is controlled in:
Settings > Access roles > [Role] > Permissions > Own profile
Access roles allow you to:
• Show or hide entire screens
• Make screens read-only
• Limit add/edit/delete rights
• Hide individual fields
Admins always see every screen in the template.
For full visibility guidance, see Access Roles Management.
Editing Variants (workflow task visibility)
Workflow variants are available for Profile and Return to Work screens.
Variants allow you to adjust View / Edit / Required behaviour for workflow participants.
Expense line item screens do not support variants.
To edit an existing variant:
1. Go to Screen designer > Screens
2. Expand the variants beneath the screen
3. Select the variant
4. Adjust the required settings
5. Click Save changes
⚠️ Caution
Do not rename variants used by library workflows — these workflows expect specific names.
Variants do not change profile visibility.
They apply only to workflow tasks.
Summary
Editing screens allows you to adapt your data structures as your organisation evolves.
Use this guide when you need to:
• Add, remove, or update fields
• Change layout behaviour
• Update column headers
• Adjust a screen’s name
• Delete screens that are no longer needed
• Review workflow variants
Remember:
• Screens may be shared
• Field edits apply everywhere
• Visibility is controlled in Access roles
• Variants affect workflow tasks only
• Screen deletion is permanent
FAQs
Click here to see answers to frequently asked questions
Click here to see answers to frequently asked questions
Why did editing a screen change it in other Profile templates?
The reason editing a screen changed it in other profile templates is because screens are shared objects. Any update applies everywhere that screen is used.
Why can’t I remove a field from the screen?
The reason you cannot remove a field is likely because the field is system-protected on a locked screen, or removal would break required behaviour. Custom and workflow-created screens allow removal unless a system rule prevents it.
Why does removing a field delete some data?
Removing a field deletes data only for that screen. The reason you see data disappear is that removing the field removes its stored values for that specific screen.
Why can’t I delete a screen?
You cannot delete the screen if system rules or workflow dependencies require it, or if it contains protected fields. You may also need to remove workflow references before deletion.
Why don’t variant changes affect what employees see in their profile?
Variant changes do not affect profile visibility because variants apply only to workflow tasks. Profile visibility is controlled through Access roles.
Why shouldn’t I edit screens from inside a profile template?
You should avoid editing screens from inside a profile template because it can be unclear which templates share the screen. Editing from the Screens list shows all dependencies and reduces risk.