Form Builder - Adding Custom Data Fields

Form Builder - Adding Custom Data Fields

Purpose Statement

The Custom Field Block feature enables administrators to incorporate previously configured custom fields from linked permits directly into invoice forms. This functionality allows departments to display additional permit-specific data on invoices, creating more comprehensive billing documentation that includes relevant custom information beyond standard invoice fields.

Background Information

Custom Field Blocks are specialized form elements within the Form Builder that pull data from custom fields associated with permits linked to invoices. This feature is particularly valuable for departments that collect additional information during the permitting process and need to display this data on corresponding invoices. The custom fields must be pre-configured in the system and contain data from linked permits to render properly on printed forms. This integration streamlines the billing process by automatically populating invoice forms with relevant permit data, reducing manual data entry and ensuring consistency between permits and invoices.

Required Permissions

To complete this task, users must have the following permissions:

  • Invoice Management - Ability to create and edit invoice forms
  • Form Builder Access - Permission to use the Form Builder tool
  • Custom Field Configuration - Access to view and select configured custom fields
  • Permit Linking - Ability to link permits to invoices (for data display)

Video


Step-by-Step Guide




1.  Create a new form or select edit to edit an existing form.






2. Mouse over in the left margin at the current block and select the + sign to add a Custom Field Block under the current Block.





3.  Select Custom Field from the dropdown menu.






4. Select tune, then "+" to add Custom Field Block(s) to your form.





5. Select the Custom Field to print on the form from the dropdown list.
  1. NOTE: A Permit has to be linked to the Invoice and data has to be present in the Custom Field to render on the print page.





6. Example Form with the Custom Fields selected printed:




Best Practices

Configuration Recommendations:

  • Configure custom fields in the system before attempting to add them to invoice forms
  • Use descriptive names for custom fields to make selection easier during form building
  • Group related custom fields together on the form for better organization

Data Management:

  • Always link permits to invoices before expecting custom field data to display
  • Verify that custom fields contain data before finalizing invoice forms
  • Regularly audit custom field usage to ensure relevant data is being captured

Form Design:

  • Position custom field blocks logically within the invoice layout
  • Consider the printed form appearance when placing multiple custom fields
  • Test forms with various data scenarios to ensure consistent rendering

Troubleshooting & FAQs

Custom fields not appearing in dropdown:

  • Verify custom fields are properly configured in the system
  • Check that you have appropriate permissions to access custom field configuration
  • Ensure custom fields are active and not archived

Custom field data not displaying on printed invoices:

  • Confirm permits are properly linked to the invoice
  • Verify the custom fields contain data in the linked permit
  • Check that the invoice form has been saved after adding custom field blocks

Form layout issues:

  • Review block positioning and adjust placement as needed
  • Test with sample data to verify proper spacing and alignment
  • Consider form length and page breaks when adding multiple custom fields

Frequently Asked Questions:

  • Q: Can I add multiple custom fields to one block? A: Yes, use the "+" button in the tune settings to add multiple custom field blocks
  • Q: Will empty custom fields show on the printed form? A: No, custom fields must contain data to render on the print page
  • Q: Can I edit custom field labels on the invoice form? A: Custom field labels are determined by their system configuration and cannot be modified within the Form Builder

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