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Pre-Plans: Field Management

Purpose Statement

This article explains how to use Field Management within the Pre-Plan module. Field Management allows administrators to customize occupancy fields by modifying labels, visibility, editability, dropdown options, and role-based access to support department-specific data standards.

Background Information

Field Management is a powerful administrative tool that controls how fields appear and behave within the Occupancy module of First Due. Using Field Management, administrators can tailor data entry to match departmental terminology, reduce clutter by hiding unused fields, enforce required data, and restrict access based on user roles.

Because changes made in Field Management affect system-wide data entry and visibility, access to this feature should be limited to Program Administrators.

Common use cases include:

  • Renaming field labels to match local terminology

  • Adding or modifying dropdown field options

  • Making fields read-only or hidden

  • Requiring specific fields based on user role

Prerequisites:

  • Administrative access to the system

  • Access to the Pre-Plan module

Required Permissions

  • Admin> Field Management - Read: This allows the User to access and edit the Field management section of First Due. Read is for View Only Update allows user to make edits.
  • Admin> Field Management - Manage Permissions: Allows the user to manage role permissions within the Field Management Section
  • Pre-Planning> Admin> Field Management- Manage Complex Name--Allows the user to create edit and delete the selectable options for complex name in the field management tool
  • Pre-Planning> Admin> Field Management- Manage Occupancy Class--Allows the user to create edit and delete the selectable options for Occupancy Class in the field management tool
  • Pre-Planning> Admin> Field Management- Target Hazard Reason--Allows the user to create edit and delete the selectable options for Target Hazard Reason in the field management tool

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Step-by-Step Guide

 

1. Access Field Management

  • Select the Main Menu> Admin> Field Management

 

 

2. Use Search, Filters, and Columns

At the top of the Field Management screen, filtering options include:

  • Field Name

    • Multi-select dropdown with search

  • Label

    • Keyword-based search

  • Field Type

    • Multi-select dropdown

  • Section

    • Multi-select dropdown

  • Module

    • Multi-select dropdown

 

 

Column Controls

  • Use Show Columns to:

    • Reset to default (Field Name only)

    • Display all available columns

 

  • Columns can be:

    • Sorted (ascending, descending, default)

    • Reordered

    • Resized

 

 

3. Understand Available Actions

In the Actions column:

  • Pencil icon

    • Edit field properties

 

  • Person icon

    • Configure role-based permissions for the field

 

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4. Edit a Field Label

  • Locate the desired field

  • Select the pencil icon

In the Edit Field modal:

  • Field Name

    • System-defined and cannot be changed

  • Label

    • Editable display name shown to users

  • Legacy / Enhanced

    • Internal values (not editable)

  • Field Type

    • Internal value (not editable)

 

 

5. Edit Dropdown Field Options

Dropdown fields allow additional configuration beyond label edits.

  • Search for the desired dropdown field (e.g., Roof Covering)

  • Select the pencil icon

  • Review existing dropdown choices

 

To add a new option:

  • Select Add

  • Enter the new option value

  • Select Save

 

The new option becomes immediately available in:

  • Pre-Plan editing

  • Occupancy Details sections

 

 

6. Configure Role-Based Field Permissions

  • Select the person icon next to a field

For each role, configure permissions:

  • Hide

    • Field is not visible to the role

  • Read

    • Field is visible but not editable

  • Update

    • Field is visible and editable

  • Validation Required

    • Field is mandatory for that role

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Important Note:

  • Validation Required should only be enabled when Update is selected

  • Enabling validation without update permission may cause system errors

 

 

7. Verify Field Changes

  • Navigate to Pre-Plan editing

  • Locate the affected field in the appropriate section

  • Confirm:

    • Label changes are visible

    • Dropdown options appear correctly

    • Permissions behave as expected by role

Best Practices

Do’s

  • Restrict Field Management access to Program Administrators

  • Test changes with multiple user roles

  • Use clear, standardized field labels

Don’ts

  • Do not enable validation without update permission

  • Do not change labels without considering downstream reports

  • Avoid unnecessary dropdown options that increase data inconsistency

Tips & Recommendations

  • Document field customizations in department SOPs

  • Periodically audit fields for relevance

  • Coordinate field changes with training staff

Troubleshooting & FAQs

Q: Why did a field label change everywhere?
A: Field Management updates are global and apply system-wide.

Q: Why am I getting errors when saving a pre-plan?
A: Validation may be enabled for a role without update permission.

Q: Why don’t I see a field anymore?
A: The field may be hidden for your user role.

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