User Fields Overview

What Is It?

User Fields are objects within the system that allow you to store applicant-related data in a reusable and referenceable way. They function similarly to Data Fields but are tied specifically to the applicant’s user profile.

When an applicant applies for a permit, their User Fields are saved and automatically populated in subsequent applications. Applicants can still edit these values, even when auto-filled.

How Does It Work?

Parts of the User Fields Page

• Filters
  Users can filter User Fields by:
  • Date Created
  • User Field Type
  • Archived Status
• Add New Field Group
  Prompts you to provide a group name for organizing User Fields. This name will be shown across the system and can be edited.
• Add New Field
  Brings you to the Add New Field page to configure a new User Field.
• Admin Only Filter
  Allows you to filter for fields restricted to admin users.
   

Parts of the New Field Details Page

• Field Label
  A user-friendly name for the field.
• Field Name
  A reference name used across the system. By default, it auto-generates from the Field Label, converting non-alphanumeric characters to underscores (“_”).
• Field Type
  Determines the input format and validation for the field.
• Description
  Applicant-facing helper text for form completion.
• Description (For Internal Use Only)
  Visible only to platform users.
• Field Group
  Organizes the field into a category. If “Ungrouped” is selected, the field will be placed in a default group labeled “Ungrouped Fields.” These groups appear as categories on submissions.
• Field Visibility
  When enabled, the field is visible and editable only by agency staff. It appears only on the User Profile page and cannot be used in Rules, Forms, or Steps.
• Archive
  Archives the field so it is no longer available for use, but remains stored in the system.
• User Field Usage
  Displays where the User Field is used in the platform, including a count of each instance.
  • Rules
  • Forms
  • Steps
     

Available Field Types

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

Important Things to Note

• Default Values
  User Fields do not support default values in the same way Data Fields do.
• Editing Limitations
  • If the User Field is in use, the Field Name and Field Type cannot be edited.
  • A warning will appear at the top of the page:
    “Any options you change here will affect how the User 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, remove it from all associated Rules, Forms, and Steps. These are listed under “User Field Usage.”
• Data Validation
  Each Field Type has formatting requirements. For example, phone number fields may restrict submissions to specific area codes based on agency location.
• Ordering
  Field Groups and individual User Fields can be reordered by dragging and dropping. The display order will be reflected across the platform.
• Archiving User Fields
  A User Field cannot be archived while still in use. Attempting to do so will return the message:
  “This User Field cannot be archived until it has been removed from all of the Rules, Forms and Steps it has been used in.”