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Knowledge Center

Adding Custom Data Fields

Purpose Statement

This feature allows users to create and manage custom data fields within permit types. It enables agencies to capture specific, structured information during permit creation and completion, improving data accuracy, reporting, and overall workflow customization.

Background Information

Custom data fields can be added to both new and existing permit types and are used to tailor permit forms to an agency’s operational needs. These fields support a wide range of data inputs, such as inspection status, fees, and system details. The data collected can also be integrated into the Form Builder, allowing for consistent use across workflows and documentation. Each field requires a unique question value to ensure proper data mapping and usability within forms and reporting.

Required Permissions

  • Users must have permissions to:
    • Access Permits Module
    • Manage Permit Types
    • Create/Edit Custom Data Fields
  • Recommended roles:
    • admin
    • supervisor
    • data-manager

Video

Step-by-Step Guide
 

1. Navigate to Permit Types

  1. Go to Permits
  2. Select Permit Types
  3. Choose an existing permit type or create a new one

 

2. Access Custom Data Fields

  1. Open the selected permit type
  2. Locate the Custom Data Fields section



 

3. Add a New Field

  1. Click Add
  2. A new field placeholder will appear
  3. Enter a Field Title (this will populate dynamically as you type)



 

4. Configure Field Settings

  1. Enter a Question (must be unique)
  2. Choose a Field Type:
    • Checkbox
    • Currency
    • Date/Time
    • Free Text
    • Single Select
    • Multi Select
    • Numeric
    • Rich Text
    • Time
    • Yes/No
  3. Optional configurations:
    • Mark as Required
    • Enable Show in User Portals (Community Connect / Business Portal)
    • Set Character Limits (if applicable)



 

5. Manage Field Options

  • Drag and drop to reorder fields
  • Use icons to:
    • Duplicate a field
    • Delete a field
  • Use the top-level duplicate option to copy all fields



 

6. Configure Select-Type Fields

  • For Single Select:
    • Add multiple answer options
    • User can select only one
  • For Multi Select:
    • Add multiple answer options
    • User can select multiple



 

7. Save Changes

  • Click Save once configuration is complete



 

8. Verify in Permit Form

  • Open a permit using this type
  • Confirm fields display correctly:
    • Checkbox → toggle
    • Currency → dollar input
    • Date → calendar picker
    • Numeric → number input
    • Rich text → formatted editor, etc.



 

9. Use in Form Builder

  1. Navigate to Form Builder
  2. Add a Custom Data Field component
  3. Select the permit type
  4. Choose from available fields (based on unique questions)
  5. Configure display options by fine tuning (title, borders, etc.)

Best Practices

  • Use clear, descriptive field titles and questions
  • Ensure all questions are unique to avoid conflicts in Form Builder
  • Only mark fields as required when necessary
  • Use appropriate field types (e.g., numeric vs free text)
  • Group related fields logically using ordering
  • Test fields in a live permit before deployment

Troubleshooting & FAQs

Q: Why can’t I reuse the same question name?
A: Each question must be unique to allow proper mapping in Form Builder and reporting.

Q: My field isn’t showing in Form Builder—why?
A: Ensure:

  • The field is saved
  • The question is unique
  • You are selecting the correct permit type

Q: Can I edit fields after creation?
A: Yes, fields can be edited, duplicated, or deleted at any time.

Q: What’s the difference between Free Text and Rich Text?
A:

  • Free Text: Plain input
  • Rich Text: Includes formatting tools (bold, links, images, etc.)

Q: Can users see these fields in public portals?
A: Yes, if “Show in User Portals” is enabled.