Fields - Disability Case Management Platform

Fields: Structure, Behavior, and Reporting Impact

Overview

Fields are the individual data points that make up your forms—but unlike traditional form systems, fields in our platform are dynamic, reusable, and deeply integrated into historical reporting and logic control. Understanding how to properly create, assign, and configure fields is critical for building powerful, maintainable workflows.

✅ Mastering fields means mastering your data structure, reporting, and future-proofing.

Creating Fields

When adding a field to a form, you are given two options:

Create a New Field
Choose Pre-Existing Field

🔍 Always try to use Pre-Existing first. Duplicating identical fields (like "Date Form Was Completed") can fragment your reporting and create long-term maintenance issues.

Fields are designed to be agnostic—they are not locked to any one form or context unless you choose to make them so. They can be global (shared everywhere) or local (specific to that form only).

Global vs Non-Global Fields

Global Fields

Always synced across forms
One value per client—editing updates it everywhere
No historical tracking

Example: Date of Birth, SSN, or Primary Email

Non-Global Fields

Unique per form instance
Tracked independently for historical reporting
Used for form-specific entries like Date of Completion, Monthly Summary, or Assessment Score

📊 Non-global fields retain all history, allowing powerful reporting (e.g., time between task date and actual entry)

🚨 Why Field Reuse Matters

When you reuse a non-global field (e.g., "Date Form Was Completed") across multiple forms:

You centralize your reporting logic
You avoid creating dozens of one-off fields
You can run cross-form reports (e.g., average delay between form date and create date)

If you create a new field every time instead:

You'll need one report per form
You lose powerful aggregate analytics
Maintenance becomes increasingly difficult

🔐 The platform includes guardrails to warn you about duplicates, but understanding why to reuse fields is your real power.

Layout & UI Configuration

Each field can be customized for presentation and user experience:

Full Width or Split Column (e.g., 2 fields in 1 row)
Panels to organize content visually
Custom Labels and Descriptions

🔁 Panel layout affects not only user view but also PDF rendering and billing reports.

Field Types

Fields come in a wide variety of types to suit your data needs:

Text (Single-Line, Multi-Line)
Numbers (Whole, Decimal)
Checkbox / Boolean
Date / Date-Time
Dropdowns / Selects
Signatures
Ratings
And more types added regularly

Each type can be marked as Required, affect PDF exports, and may be searchable in reports.

Field Deletion Logic

Removing a field from a form does not delete it—it simply unassigns it
Only by deleting the field from Workflow Central can you remove it platform-wide
Any previously filled data remains intact, even if the field is unassigned or deleted

💡 Historical data is never lost—audit safety and regulatory compliance are built-in

Summary

Fields are the foundation of form intelligence and reporting power. The key to success is reusability, consistency, and knowing when to use global versus non-global logic.

Use global fields sparingly—for universal, single-instance data
Use non-global fields for all historical, per-form data
Always search for existing fields before creating new ones
Organize with labels, panels, and visual layout for clarity and polish

🧠 Tip: A well-structured field library reduces maintenance time, improves report quality, and helps your entire team work smarter, not harder.