Configuring Data Fields

In this article

Data fields allow you to capture specific information relevant to your operations. Whether you need to record a "Tracking Number," "Equipment ID," or "Item Condition," adding custom fields ensures you collect structured data every time.

Contents

Custom Data Fields

Every business is unique. Sometimes, standard forms aren't enough to capture the specific details you need. The Data Fields tab allows you to create custom inputs that your team must fill out during a procedure.

Key Concept:

Think of Data Fields as the "questions" on a form. If you need your staff to record a specific detail—like a "Gate Access Code" or a "Site Image"—you define that input here first. Once defined, you can add it to any Procedure.

Understanding Data Types

When you create a field, you must select a Data Type. This controls what kind of information your staff can enter. Choosing the right type reduces errors.

Here are the types available in your system:

Text & Numbers

Text: A single line of text. Best for short answers like names, codes, or brief statuses.
Long Text: A multi-line text box. Use this for detailed notes, descriptions of damage, or shift reports.
Number: Restricted to digits only. Perfect for inventory counts, serial numbers, or meter readings.
Amount: Specifically for currency. Use this to record repair costs, service fees, or estimated values.

Media & Files

Image: Prompts the user to upload a file or take a photo. Essential for visual evidence like "Damage Proof" or "Site Condition".

Contact Details

Phone Number: Formats the input as a telephone number. useful for collecting customer or vendor contact info on the spot.
Email Address: Validates the input to ensure it contains an "@" symbol and a domain.

Scheduling & Logic

Date: Opens a calendar picker. Critical for "Service Date," "Expiry Date," or "Follow-up Required" fields.
Options: Creates a dropdown menu or a list of choices. This is one of the most powerful types because it forces staff to pick from a pre-set list (e.g., "Pass / Fail" or "Red / Blue / Green"), ensuring consistent reporting.

The Data Field List

The main screen gives you an overview of every custom input currently active in your system.

Field Name: The label your staff will see (e.g., "Tracking Number").
Data Type: The format enforced by the system (e.g., "123 Number").

Tip:

Give your fields clear, descriptive names. Instead of just "Code," use "Gate/Access Code" so your staff knows exactly what to ask for.

How to add a custom field:

Click the +Add field button.
Configure the Field:

2.1 Field Name: Enter a clear label for the data (e.g., "Gate Access Code").
2.2 Data Type: Select the format that fits your needs (e.g., Text, Number, or Long Text).
2.3 Don't forget to click Create

3. Managing your Date Fields

3.1 Search: Use the search bar at the top to quickly find a specific Data Field name.
3.2 Edit & Actions: Click the ••• menu to Edit, Delete a procedure.

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