Data Fields Overview

What Is It?

Data Fields are objects within the system that allow you to store data in a reusable and referenceable way. These fields can be used for data attestation, data collection, and fee calculation. Data Fields are utilized across various parts of the platform, including Submissions, Forms, Rules, and Campaigns.

Examples of how Data Fields are used:

Submissions
Data Fields can be used in Information Collection steps to gather applicant input:

• Project Description (Multi-Line Text Field)
• Contractor Phone Number (Phone Number Field)
• Does your project impact the City’s right-of-way? (True/False Field)
• Permit Issuance Date (Date Field)

They can also be used in fee calculation steps. For example:

• Cost of Construction (Currency Field) can be referenced in “If/Then” logic to determine applicable permit fees.

Forms
Data Fields can auto-populate information collected earlier in the process:

• Address (Single-Line Text Field)
• City (Single-Line Text Field)
• Zip Code (Single-Line Text Field)
• Country (Single-Line Text Field)

Rules
Data Fields can be used to determine logic that controls the applicant’s journey. For example:

• If an applicant selects “Yes” to “Does your project impact the City’s right-of-way?” (True/False), a Right-of-Way Permit Application can be triggered.

Campaigns
Data Fields can personalize communications. For example:

• The Permit Expiration Date (Date Field) can be used in a reminder email.
   

How Does It Work?

Parts of the Data Fields Page

• Filters
  Users can filter Data Fields by:
  • Date Created
  • Data Field Type
  • Archived Status
• Add New Field Group
  Prompts you to provide a group name. These groups help organize fields and will appear across the system. Groups can be renamed.
• Add New Field
  Brings you to the Add New Field page to configure a new field.

New Field Details

• Field Label
  A readable name for the Data Field.
• Field Name
  A system-friendly name used as a reference. Auto-populates from the Field Label, replacing any non-alphanumeric characters with underscores.
• Field Type
  Defines the format and validation of the input.
• Description
  Applicant-facing helper text.
• Description (Internal Use Only)
  Visible only to platform users.
• Default Value
  Optional setting for pre-populating values:
  • No Default Value
  • Use a Custom Value (manually entered)
  • Use GIS Data (requires Layer and Attribute)
  • Use a Data Source (requires Data Source and Column)
• Field Group
  Assigns the field to a group for display and organization. If “Ungrouped” is selected, the field will appear in the default “Ungrouped Fields” group.
• Archive
  Removes the field from use without deleting it. It remains stored in the system but cannot be selected for future use.
• Data Field Usage
  Displays where the field is used across Rules, Forms, and Steps, with a count of each instance.

Field Types

• Single-Line Text Field – Plain text; accepts letters and numbers.
• Multi-Line Text Field – Longer free-form text.
• Numeric Field – Accepts only numeric input.
• True or False – Checkbox or toggle (Yes/No).
• Date – Calendar date (day/month/year).
• Phone Number – Validated phone format.
• Email Address – Email format validation.
• Currency – Numeric with automatic currency formatting.
• Single Choice Text – Multiple-choice list (only one option selectable).
   

Important Things to Note

• Editing Limitations
  • If a field is already in use, the Field Name and Field Type cannot be edited.
  • You will see a warning banner: “Any options you change here will affect how the Data Field is used in the future. This may affect reporting. Changes will not affect instances of the field that were already filled in.”
  • To update a locked field, it must first be removed from all Rules, Forms, and Steps listed under “Data Field Usage.”
• Data Validation
  Each Field Type restricts the format of data that can be entered (e.g., numeric only for phone numbers). Certain formats, such as specific area codes, may be enforced based on agency requirements.
• Ordering
  Drag-and-drop reordering is available for both Field Groups and individual Data Fields. This order determines how the fields appear across the platform.
• Archiving Data Fields
  Fields in use cannot be archived until removed from all associated rules, forms, and steps. You will receive the following message if attempted: “This Data Field cannot be archived until it has been removed from all of the Rules, Forms and Steps it has been used in.”
• Multiple Choice Support
  The system does not currently support multiple-choice (multi-select) fields. However, users can creatively utilize existing field types to replicate similar logic where needed.