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Knowledge Center

Form Builder - Custom Fields

Purpose Statement

This article explains how administrators add, configure, arrange and remove custom fields in First Due's Form Builder. Custom fields let a form collect information your agency needs that standard fields don't cover, such as department-specific details, local reporting needs or internal tracking items. When you set up dropdown values, users pick from a set list of answers. This keeps data entry consistent and makes reports more accurate.

Background Information

  • What it is: Custom fields are fields that administrators add to forms in the Form Builder. You can add them to an existing form or to a new one. For dropdown fields, you also set the list of values users can choose from.
  • Why it matters: Standard fields don't always match every agency's workflow. Custom fields capture exactly what your agency needs. Dropdown values replace free-text answers, which gives you cleaner reporting.
  • Common use cases:
    • Adding agency-specific questions to inspection or pre-incident forms
    • Making dropdowns for standardized answers, such as Yes / No / N/A or condition ratings
    • Collecting internal tracking data for compliance or follow-up
  • Prerequisites:
    • Access to the Form Builder in the module you're working in (see Required Permissions)
    • The custom fields you want to use already exist
    • A plan for where each field should go in the form

Required Permissions

  • Form Builder: Read, Update and/or Create 
    • Read: view forms in the Form Builder
    • Update: edit existing forms, including adding, configuring, moving and deleting custom fields
    • Create: create new forms

To check or grant access:

  • Click the First Due logo to open the module stack.
  • Select Admin, then select Roles & Permissions.
  • Open the user's role and set the access levels for the Form Builder permission.

Note: Changes to a form affect every user who fills it out.

Video

Step-by-Step Guide

Step 1: Open the Form Builder and Select a Form

  • Click the First Due logo to open the module stack.
  • Select the module you're working in, then select Form Builder.
  • Create a new form, or open an existing form to edit.

 

Step 2: Go to the Section and Open the Field Selection Menu

  • In the form, scroll to the section where you want to add the custom field.
  • Click the plus (+) icon to open the field selection menu.

 

Step 3: Find and Add a Custom Field

  • Use the filter/search tool to find the custom field, or scroll through the list.
  • Click the custom field to add it to the section.

 

Step 4: Add Dropdown Values

  • Click the six-dot icon next to the field to open its configuration options.
  • Click the plus (+) icon to add a dropdown value.
  • Repeat until you've added every value the field needs.
  • Do the same for any other fields that need dropdown values.
  • To remove a dropdown value: Click the X next to the value you want to remove.

 

Step 5: Adjust the Field Alignment

  • Use the left arrow, center or right arrow option to set where the field sits in the section.

 

Step 6: Reorder Fields

  • To move a field by dragging: Click and hold the six-dot icon, then drag the field to its new spot.
  • To move a field with arrows: Use the Move Up and Move Down arrows.

 

Step 7: Delete a Field (If Needed)

  • Click Delete.
  • Click Delete again to confirm.
  • Note: This removes the whole field. To remove a single dropdown value instead, click the X next to that value (see Step 4).

 

Step 8: Save or Keep Building the Form

  • Click Save to save your progress.
  • Or keep adding fields to finish building the form.

Best Practices

Do:

  • Plan the form layout before you add fields, and group related fields in the same section.
  • Use dropdowns instead of free text whenever answers can be standardized.
  • Name dropdown values clearly and consistently, for example "Yes / No / N/A" instead of mixing "Y," "Yes" and "yes."
  • Save your form regularly as you build it.
  • Test the form on both web and mobile before rolling it out.

Don't:

  • Don't delete fields from a form that's in use without checking how that affects existing records and reports.
  • Don't add duplicate custom fields that collect the same information.
  • Don't overload a single section. Long sections slow down field users.

Common mistakes to avoid:

  • Mixing up the two remove actions. The X removes one dropdown value, and Delete removes the whole field.
  • Clicking Delete only once and assuming the field was removed. Deleting it takes a second click to confirm.
  • Forgetting to add every dropdown value before rolling the form out
  • Leaving the Form Builder without saving your changes

Troubleshooting & FAQs

I can't find my custom field in the field selection menu. Check the spelling in the search box, or scroll through the full list. If it still doesn't appear, the field may not have been created yet, or it may be inactive.

I removed a dropdown value, but the field is still on the form. The X removes only that dropdown value. To remove the whole field, click Delete, then click Delete again to confirm.

I deleted a field, but it's still showing. Deleting takes two clicks. Click Delete a second time to confirm.

The field won't drag to a new spot. Make sure you click and hold the six-dot icon while dragging. If that doesn't work, use the Move Up and Move Down arrows.

Can I add more dropdown values later? Yes. Open the field's configuration with the six-dot icon and click plus (+) to add more values.

I don't see the Form Builder or the plus (+) icon. Your role may not have access. Ask an administrator to check your permissions in Admin > Roles & Permissions.

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