Purpose Statement

Field Management enables administrators to configure and customize form fields across the First Due platform. This feature allows agencies to tailor data collection fields, set user permissions, and manage dropdown lists to meet their specific operational requirements and compliance standards.

Background Information

Field Management provides comprehensive control over form fields used throughout the system, including occupancy records, inspection forms, and other data entry screens. Administrators can modify field labels, manage dropdown list values, set role-based permissions, and configure validation requirements. This ensures data consistency while accommodating agency-specific workflows and terminology.

Required Permissions

1. Field Management - Read - View field management settings and configurations
   
2. Field Management - Edit - Modify field management settings and data
   
3. Field Management - Manage Permissions - Control access and permissions within field management
   

Video

Step-by-Step Guide

Step 1: Access Field Management

Navigate to Admin from the main menu, then click on Field Management.

Step 2: Search for Fields

Use the Advanced Search options at the top of the page to filter fields by:

• Field Name: Select from dropdown and use text filter/checkboxes
• Label: Enter text to search field labels
• Field Type: Filter by field type (dropdown, text, checkbox, etc.)
• Section: Filter by form section
  

Step 3: Apply Search Filters

Click Apply to apply your search criteria, or click Reset to clear all filters.

Step 4: Edit Field Properties

Click Edit in the Actions column for the field you want to modify. The editing interface varies by field type:

• Free Text/Textbox/Checkbox/Radio Button: Update the label field and click Save
• Fixed Dropdown Lists: Only the label can be modified (list values are locked)
• Editable Dropdown Lists: Full editing capabilities available
  

Step 5: Manage Dropdown List Values (Editable Lists Only)

For editable dropdown fields:

• Click Add to create new list values
• Click Edit next to existing values to modify them
• Click Delete to remove unused values (values in use cannot be deleted)
• Enter required information such as descriptions, number of days, or day types as applicable
  

Step 6: Configure Role-Based Permissions

Click Edit Roles Permissions to set field access levels for each user role:

• Hide: Role will not see the field
• Read: Role can view the field but cannot edit it
• Update: Role can edit and modify the field
  

Step 7: Set Validation Requirements

Toggle Validation/Is Required for specific roles as needed. When enabled:

• Users in that role must enter data in the field to save the record
• The system automatically sets the permission to "Update" for that role
  

Step 8: Save Permission Changes

Click Save after configuring permissions and validation requirements.

Fields that allow Customization 

Business Portal 

Fire Inspection

Invoice 

Occupancy 

Permit

Personnel 

Best Practices

• Test permission changes with a non-administrative user account before finalizing
• Document field customizations for future reference and training
• Avoid deleting values that are currently in use in active records
• Use descriptive field labels that are clear to all user roles
• Regularly audit field permissions to ensure they align with current organizational structure
• Consider the impact on reporting when modifying field labels or removing values
• Establish naming conventions for dropdown values to maintain consistency
• Back up field configurations before making significant changes

Troubleshooting & FAQs

1. Q: A user can't see a field that should be visible to their role. What should I check? 
   
1. A: Verify the user's role assignment and check the field's permission settings. Ensure the field is set to "Read" or "Update" rather than "Hide" for that role.
   
2. Q: What happens if I delete an Inspection District that's in use? 
   
1. A: The system will remove the deleted district from all associated records, and this action cannot be reversed. Always verify usage before deletion.
   
3. Q: How do validation requirements affect different user roles? 
   
1. A: When validation is enabled for a role, users in that role must complete the field to save the record. The system automatically grants "Update" permission when validation is enabled.
   
4. Q: Can I restore deleted field values? 
   
1. A: No, deleted dropdown values cannot be restored. Always confirm that values are not in use before deletion.
   
5. Q: Why do some field labels appear dimmed or uneditable? 
   
1. A: Certain system-critical fields have locked labels to maintain platform functionality. Only user-configurable fields allow label modification.