This article is part of a series of settings overview articles:
Account |
Workspace |
Personal |
Account-level settings affect your entire Aha! account, including all workspaces in your workspace hierarchy and all users.
This article will explain each account setting in the Customization section. You need to be an administrator with customizations user permissions to access this section of the account settings.
Open your account settings by clicking on User menu -> Settings -> Account. Click any of the links below to skip ahead:
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Workspace settings
Workspaces
From this setting, you can adjust your account's workspace hierarchy. Use the buttons in the top-right to Add a workspace or workspace line.
Workspaces cannot be converted to workspace lines and vice versa.
The workspace table provides details about the workspaces you have set up in your account:
Name: The name of the workspace, which displays throughout Aha! reports, roadmaps, and records
Type: The type of workspace selected at setup
Records: The number of records that currently exist in the workspace
Users: The number of users directly assigned to the workspace
Note: This number does not reflect users who have been assigned to the workspace line and have inherited permissions for the individual workspaces under that line.
Use the table to view, edit, rearrange, or delete any aspect of your hierarchy. You can also use this setting to clear demo data from your account.
Note: If you do not have owner permissions for a section of your hierarchy, you will not be able to edit or delete any workspaces in that section.
To edit a workspace line, click the Edit button to open the Edit workspace line modal.
The Workspace line field shows where your workspace line fits into the hierarchy — specifically who a workspace line's parents are in the hierarchy. This field is optional, as a workspace line might have no parents.
The Name field is the name you would like to display for the workspace throughout Aha! reports, roadmaps, and records.
Aha! records use the Prefix field to build unique identifiers for records in that workspace line. The abbreviation you pick here should be shorthand for the workspace line. You can edit it, but editing the prefix will not change any records created with the original prefix.
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You can edit the Label field at any time if your account's nomenclature needs to change.
There are situations where you might want to have inconsistent nomenclature in your account (if you want to ensure that no one will be able to accidentally report on one product workspace's initiatives under a different product line's goals, for example).
Workspaces in workspace line focuses on the children under a given workspace line. This field is optional, as a workspace line might have no child workspaces.
Click Save workspace line to save your changes when you are done.
To edit a workspace, click the Edit button to open the Edit workspace modal.
The Workspace line field shows where your workspace line fits into the hierarchy — specifically who a workspace line's parents are in the hierarchy. This field is optional, as a workspace line might have no parents.
The Name field is the name you would like to display for the workspace throughout Aha! reports, roadmaps, and records.
Aha! records use the Prefix field to build unique identifiers for records in that workspace line. The abbreviation you pick here should be shorthand for the workspace line. You can edit it, but editing the prefix will not change any records created with the original prefix.
Click Save workspace to save your changes when you are done.
Tags
Tags are a highly flexible tool. Use them to categorize or label information so it is easy to find later.
If you are using Aha! Discovery with Aha! Roadmaps or Aha! Ideas, you will have two types of tags in your account.
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General tags are for use on Aha! records. You can use in the following record types:
Epics
Features
Ideas
Notes
Whiteboards
Interview tags are for use on insights you highlight in interview transcripts.
Create tags
Users can create their own tags as they work in the Tags field. You can also navigate to this setting and use the Add tag button to create a tag, determine its type (general or research) and assign it a color. Your tag can include letters, numbers, or emoji. Click the Create tag or Create tag + add another buttons to create your tag.
Click the Edit button to change the name or color of a tag. Click the Replace button to replace a given tag with another existing one. And click the Delete button to delete a tag.
Bulk edit or merge tags
You can bulk edit tags to change their color, merge them into a single tag, or delete them. To bulk edit tags, check the boxes next to the tags you want to edit. Then click Bulk edit to open a list report of your selected tags. From here, you can select the tags you want to edit use the bulk edit function to update or delete them.
To merge tags, use the Merge into option in the bulk edit menu. When you merge tags, you will select an existing tag to merge tags into. This tag you will replace the merged tags everywhere they appear across your account.
You cannot merge general tags and interview tags together. You can merge tags if all selected tags are the same type.
Custom fields
Custom fields in Aha! are incredibly powerful. In conjunction with custom layouts, custom fields allow you to collect, organize, and analyze the exact information you need to make masterful strategic decisions.
You can add custom fields to organization and contact records.
Use the top-level tabs to select a record type (these will differ based on what Aha! products and plans you have added to your Aha! account), then click Add custom field to create a custom field. Select from a variety of custom field types and follow the prompts specific to your selected field type. Click the Create button to create your custom field.
Back on the Custom fields page, use the search bar to search for a field in your selected record type.
Click a Custom field hyperlink to edit it, then click Save to save your changes.
Click a Used in layouts hyperlink to open and adjust the associated layout, then click Save to save your changes.
Hover over a custom field and click the More options button to Edit, Merge, Convert, or Delete it. Merging combines two custom fields of the same type. Converting changes a custom field from one type to another. Both options help you manage your list of custom fields.
Finally, click the More options button at the top of the page to Export custom fields.
Custom layouts
Each record type in Aha! has a layout: a group of fields and how they are arranged. You can add, remove, and rearrange fields (custom or standard) to fit your team's ideal workflow and rearrange tabs to organize those fields.
You can create custom layouts for organizations and contacts.
Use the top-level tabs to select a record type (these will differ based on what Aha! products and plans you have added to your Aha! account), then click Add custom layout to open the Custom layout builder and create a new custom layout. In the layout builder, you can:
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Drag fields to add, rearrange, or remove them for each layout type. (You can even create custom fields from here.)
Note: Is your list of existing custom fields full of discarded and duplicate fields? In User menu -> Settings -> Account -> Custom fields, you can merge duplicate fields or convert a custom field from one type to another.
Click and drag tabs to the order that best fits your needs.
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Optionally, you can mark individual fields as Read-only. You can also toggle between Detail and Drawer views. Read-only fields prevent a user from editing them from a record's detail or drawer views.
Note: Read-only views can still be edited through the Aha! API.
If you are editing an existing layout, click the Impacts link to see (and click into) any workspaces using your layout.
Click Save layout to save your changes.
Back on the Configure layouts screen, use the search bar to search for a layout in your selected record type. Click a Custom layout hyperlink to edit it or click the Edit button, then click Save to save your changes. Click a Used in hyperlink to go to that workspace's Configure settings.
Finally, hover over a layout to use the Actions buttons to Copy, Edit, or Delete a layout.
Recycle bin
It is all too easy to accidentally delete something. The recycle bin shows you:
Recently deleted workspaces
Records that have been recently deleted
Along with information about when and how the deletion occurred, and which Aha! user deleted the information, the recycle bin has a Restore button so you can recover anything deleted by mistake.
The recycle bin will show you records or workspaces that have been deleted within the last seven days.