Permit - Add Custom Data Fields

Permit - Add Custom Data Fields

Purpose Statement

This feature allows administrators to create customized data collection fields for permit types, enabling departments to capture specific information required for their permitting processes. Custom data fields provide flexibility to collect additional details beyond standard permit information, ensuring comprehensive documentation and compliance with local requirements.

Background Information

Custom data fields enhance the permit system by allowing departments to tailor data collection to their specific operational needs. This feature is commonly used for collecting equipment specifications, contractor information, inspection details, or compliance-related data. Custom fields can be configured with various input types including text, dates, numerical values, and selection options. Prerequisites include having appropriate administrative permissions and understanding of the department's permit data requirements.

Required Permissions

  • Administrator or Supervisor role with permit management permissions
  • Access to permit type configuration settings
  • Ability to create and modify permit workflows

Video


Step-by-Step Guide




1. When creating or editing a Permit Type, click on Custom Data Fields.


When creating or editing a Permit Type, click on Custom Data Fields.



2. Click on Add Custom Data Field to create the Custom Data Field(s) needed.


Click on Add Custom Data Field to create the Custom Data Field(s) needed.



3. Enter a Title for the Custom Data Field.


Enter a Title for the Custom Data Field.



4. Enter text for each question.


Enter text for each question.



5. Select the Custom Data Field Type.


Select the Custom Data Field Type.



6. Checkbox will create a checkbox to the left of the Permit Question.


Checkbox will create a checkbox to the left of the Permit Question.



7. Currency will provide a field to enter a currency value.


Currency will provide a field to enter a currency value.



8. Date will create a field for a date to be entered or selected.


Date will create a field for a date to be entered or selected.



9. Free text will allow a user to enter text such as a model number.


Free text will allow a user to enter text such as a model number.



10. Multi Select will allow more than one answer to be selected.


Multi Select will allow more than one answer to be selected.



11. Enter Text for answers (Multi Select and Single Select).


Enter Text for answers (Multi Select and Single Select).



12. Click on Add to add addition answers.


Click on Add to add addition answers.



13. Numeric will allow a user to enter value such as a quantity of an item.


Numeric will allow a user to enter value such as a quantity of an item.



14. Rich Text will allow a user to enter text and then format it.


Rich Text will allow a user to enter text and then format it.



15. Single Select will allow one answer to be selected.


Single Select will allow one answer to be selected.



16. Time will provide a field to enter a time.


Time will provide a field to enter a time.



17. Yes No will provide a dropdown to allow the user to select Yes or No.


Yes No will provide a dropdown to allow the user to select Yes or No.



18. Click on Mandatory Response to require a response.


Click on Mandatory Response to require a response.



19. Toggle on to display Show Question in CC.


Toggle on to display Show Question in CC.



20. Select to Drag the Custom Data Field to rearrange.


Select to Drag the Custom Data Field to rearrange.



21. Click on Duplicate to duplicate the Custom Data Field.


Click on Duplicate to duplicate the Custom Data Field.



22. Click on Delete to delete a Custom Data Field.


Click on Delete to delete a Custom Data Field.



23. Click on Confirm to delete the Custom Data Field.


Click on Confirm to delete the Custom Data Field.



24. When done creating or editing the Permit Type, click on Save to save or update the permit.


When done creating or editing the Permit Type, click on Save to save or update the permit.

Best Practices

  • Use clear, specific titles and questions that eliminate ambiguity
  • Group related custom fields logically to improve user experience
  • Consider mandatory requirements carefully to avoid unnecessary barriers
  • Test custom fields thoroughly before deploying to end users
  • Regularly review and update custom fields based on operational needs
  • Use appropriate field types to ensure data quality and consistency
  • Limit the number of custom fields to essential information only
  • Provide clear instructions or examples for complex field types

Troubleshooting & FAQs

Q: Why can't I see the Custom Data Fields option? A: Ensure you have the appropriate administrative permissions and are accessing the feature through the correct permit type configuration menu.

Q: Can I modify custom fields after permits have been issued? A: Yes, but changes may affect existing permit data. Consider the impact on historical records before making modifications.

Q: What happens if I delete a custom field with existing data? A: The system will prompt for confirmation. Existing data associated with deleted fields may be lost, so review carefully before confirming deletion.

Q: How many custom fields can I add to a permit type? A: While there's typically no hard limit, consider user experience and form length when adding multiple custom fields.

Q: Can I reorder custom fields after creation? A: Yes, use the drag functionality to rearrange fields in the desired order on the permit form.

Related Articles

  • Create and Edit Permit Type
  • Permit Management Overview
  • User Permissions and Roles
  • Permit Workflow Configuration
  • Custom Field Data Export and Reporting

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