Who it’s for: Administrators
Platform: Web app (Sense HR)
Available on: Elite and Enterprise plans
Before you begin, make sure you’re:
☑️ Logged into the Sense Workplace web app
☑️ Assigned administrator 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
• Mark column headers (table screens)
• Rename the screen
• Check variant behaviour (workflow-only)
• Delete a screen entirely
Because 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.
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):
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 the safest method because it shows you:
• How many profile templates use the screen
• Whether the screen is active or inactive
• Whether it contains variants
To edit:
1. Go to Settings > Screen designer > Screens
2. Select the screen for editing
3. Make your changes
4. Click Done to save
💡 Best practice tip:
Always use this method for screens shared across multiple profile templates.
Method B — Edit via a Profile template (Shortcut)
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:
1. Go to Settings > Screen designer > Profile templates
2. Select a template
3. Click the screen name in the left sidebar
4. Click Edit in the upper right
5. In the confirmation window, click OK to confirm
6. Make your changes
7. Click Done to save
⚠️ 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 the screen name
To rename a screen:
1. Go to Screen designer > Screens and locate the screen you want to rename.
2. Click More actions (…)
3. Select Rename
4. Enter the new name and Save
Renaming updates the screen label everywhere it appears.
Deleting a screen
To delete a screen:
1. Go to Screen designer > Screens and locate the screen you want to delete.
2. Click More actions (…) > Delete
If the 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
• 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)
Variants allow you to adjust View / Edit / Required behaviour for workflow participants.
You can edit variants by:
1. Going to Screen designer > Screens
2. Expanding the variants under a screen
3. Opening the variant
4. Adjusting permissions
5. Saving
⚠️ 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.