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Pre Plans: Occupancy Custom Field Managment

Purpose Statement

Occupancy Custom Fields allow administrators to create and manage additional data fields within First Due to capture occupancy-specific information. These fields provide flexibility in collecting important details that may not be included in the standard occupancy fields.

Users can create, edit, clone, activate, deactivate, and delete custom fields to meet their department's operational needs. Custom fields can also be displayed within Inspections and Permits, helping maintain consistent data collection across workflows.

Background Information

The Occupancy Custom Fields feature is located within Pre-Planning Setup in First Due.

Administrators can configure up to 15 active custom fields to collect additional occupancy information.

Each custom field can be configured with different data types, placement options, and response requirements.

Available Data Types:

  • Text: Allows users to enter free-text responses.
  • Number: Allows users to enter numerical values.
  • Date: Allows users to select or enter a date.
  • Boolean: Allows users to provide a true/false response.
  • List: Allows administrators to create predefined response options for users to select.

Custom fields can be configured to appear in specific sections and positions, allowing departments to organize information according to their workflows.

Once configured, these fields can be displayed within applicable Inspection and Permit records.

Required Permissions

Access to Occupancy Custom Field Management is dependent on the user's assigned role and permissions within First Due.

Users must have the appropriate permissions to access Pre-Planning Setup and manage occupancy custom fields.

Note: The specific permission names required to create, edit, clone, activate, deactivate, or delete occupancy custom fields should be verified against the current First Due Roles and Permissions configuration.

Video

Step-by-Step Guide

Step 1: Navigate to Occupancy Custom Fields

  1. Click the First Due logo to open the main navigation menu.
  2. Select Pre-Planning.
  3. Click Pre-Plan Setup.
  4. Select Occupancy Custom Fields to open the management screen.



     

Step 2: Review Existing Custom Fields

  1. The Occupancy Custom Fields screen displays a list of existing custom fields.
  2. Review the available fields and their current configurations.
  3. Depending on your assigned permissions, you can perform the following actions:
    • Activate/Deactivate: Use the toggle on the right side of the field to change its active status.
    • Edit: Modify an existing custom field.
    • Clone: Duplicate an existing custom field.
    • Delete: Remove an existing custom field.

Important: First Due supports a maximum of 15 active occupancy custom fields.



 

Step 3: Create a New Custom Field

  1. Click Add New Custom Field in the upper-right corner of the Occupancy Custom Fields screen.
  2. Enter a descriptive name in the Label field.



     

Step 4: Select the Custom Field Data Type

  1. Select the appropriate Data Type from the available options:
    • Text: Allows users to enter free-text responses.
    • Number: Allows users to enter numerical values.
    • Date: Allows users to select or enter a date.
    • Boolean: Allows users to provide a true/false response.
    • List: Allows administrators to create predefined response options.
  2. If List is selected, additional configuration options will become available to define the selectable responses.



     

Step 5: Configure Field Placement

  1. Select the Section where the custom field should appear.
  2. Select the Position within that section.
  3. Scroll through the available position options to locate the appropriate placement.
  4. Confirm that the selected section and position match the intended location for the custom field.

Note: The position selection list can be extensive. Review the available options carefully before proceeding.



 

Step 6: Configure Field Requirements

  1. Locate the Required toggle.
  2. Enable the toggle if users must complete the custom field.
  3. Leave the toggle disabled if the field should remain optional.
  4. For List data types, locate the Multi-Select toggle.
  5. Enable Multi-Select to allow users to select multiple responses from the list.
  6. Leave Multi-Select disabled if users should select only one response.



     

Step 7: Add List Options

This step applies when the List data type is selected.

  1. Click Add Option to create a new selectable response.
  2. Enter the desired option name.
  3. Repeat this process to add additional options.
  4. Ensure that each option has a unique name.

  5. If a duplicate option name is entered, First Due will display the warning:

    "This option already exists."

  6. Modify the duplicate name to ensure each option is unique.
  7. Reorder the list using the button pack to the left of the number.

Note: The demonstrated workflow does not specify a maximum number of list options. However, duplicate option names are not permitted.



 

Step 8: Save the Custom Field

  1. Review the custom field configuration, including:
    • Field Label
    • Data Type
    • Section
    • Position
    • Required status
    • Multi-Select setting, if applicable
    • List options, if applicable
  2. Click Save.
  3. Return to the Occupancy Custom Fields list and confirm the newly created field appears.



     

Step 9: Verify Custom Fields Within Inspections and Permits

  1. Navigate to an existing Inspection record.
  2. Locate the section where the custom field was configured to appear.
  3. Confirm that the custom field label is displayed.

  4. Verify that the field is available for data entry as expected.

     

Best Practices

  • Use Descriptive Field Labels: Create clear, recognizable field names so users understand what information is being requested.
  • Plan Field Usage: With a maximum of 15 active custom fields, prioritize fields that provide meaningful operational or reporting value.
  • Choose the Appropriate Data Type: Use List fields for standardized responses, Number fields for numerical information, and Date fields for date-specific data.
  • Standardize List Options: Use consistent naming conventions to improve data quality and reduce confusion.
  • Avoid Duplicate Options: Each List option must have a unique name. Review existing options before adding new ones.
  • Use Required Fields Carefully: Only make fields required when the information is essential to the workflow.
  • Consider Multi-Select Needs: Enable Multi-Select when more than one response may apply.
  • Verify Field Placement: Review the available sections and positions to ensure fields appear in a logical order.
  • Test Before Widespread Use: After creating a custom field, verify its appearance and functionality within Inspections and Permits.
  • Review Existing Fields Regularly: Periodically evaluate custom fields and deactivate those no longer needed, subject to department policies.

Troubleshooting & FAQs

1. How many active occupancy custom fields can I create?

First Due supports a maximum of 15 active occupancy custom fields.

2. Why can't I access Occupancy Custom Fields?

Your assigned role may not have the necessary permissions to access Pre-Planning Setup or manage occupancy custom fields. Contact your First Due administrator to review your permissions.

3. Can I modify an existing custom field?

Yes. Users with the appropriate permissions can edit existing custom fields from the Occupancy Custom Fields management screen.

4. Can I duplicate an existing custom field?

Yes. The Clone action allows authorized users to duplicate an existing custom field.

5. What data types are available for occupancy custom fields?

The available data types are Text, Number, Date, Boolean, and List.

6. Can I allow users to select multiple options from a list?

Yes. When configuring a List field, enable the Multi-Select toggle to allow multiple responses.

7. Why am I receiving the warning "This option already exists"?

This warning appears when you attempt to add a List option with a name that already exists within the field. Each option must have a unique name.

8. Can I make a custom field mandatory?

Yes. Enable the Required toggle during field configuration to designate the field as required.

9. Where will my occupancy custom fields appear?

Configured custom fields can appear within applicable Inspection and Permit records. Their placement is determined by the Section and Position selected during setup.

10. Can I deactivate a custom field without deleting it?

Yes. Use the activation toggle on the Occupancy Custom Fields management screen to change the field's active status.

11. Why isn't my new custom field appearing in an Inspection or Permit?

Verify that the field was saved successfully, is active, and has the intended Section and Position configuration. If the issue persists, contact your First Due administrator or support team.