Managing Data Fields
Required Permission
This feature requires the TEAM_ADMIN_DATA_COLLECTIONS permission. See Feature Permissions for details.
Data Fields define what information is stored in your Data Collections. Each field has a type that determines what kind of data it can hold and how it's validated.
Accessing Field Management
- Navigate to Team Administration → Data Collections
- Click on a collection
- Select the Data Fields tab
Creating a Field
- Click Add Field
- Enter a field title
- Select a field type (see below)
- Configure field settings
- Click Save
Field Types
Text Fields
- Plain Text — Single or multi-line text input
- Formatted Text — Rich text with formatting (bold, lists, etc.)
Number Fields
- Number — Integers and decimals
- Currency — Monetary values with currency symbols
- Percentage — Values displayed as percentages
Date & Time
- Date — Calendar date without time
- Date Time — Date with time
- Time — Time only
Date fields are used in Calendar Views to display records on a calendar.
Contact Information
- Email Address — Validated email format (used for email verification in wizards and outgoing messages)
- Phone Number — Phone with formatting (used for SMS verification in wizards and SMS messages)
- URL — Web links
- Address — Full address with components
Selection Fields
- Single Selection — Choose one option from a list (can use Custom Lists)
- Multi Selection — Choose multiple options (can use Custom Lists)
- Boolean — Yes/No toggle
Relationship Fields
- Single Data Record — Link to one record in another collection
- Multi Data Record — Link to multiple records
Media Fields
- Image — Image upload with preview
- File — General file attachments
Special Fields
- Geolocation — Latitude/longitude coordinates (used in Map Views)
- Calculated — Auto-computed values based on formulas
- Icon — Icon picker
Field Settings
Common settings available for most field types:
- Required — Must be filled in before saving
- Default Value — Pre-filled when creating new records
- Help Text — Guidance shown to users
- Display Width — How much space the field takes in forms
Field Order
Drag and drop fields to change their order. This affects:
- Display order in record detail views
- Default column order in table views
Editing Fields
- Click on a field to edit its settings
- Warning: Changing field types may affect existing data
- Renaming a field does not affect stored data
Deleting Fields
To delete a field:
- Click the delete icon on the field row
- Confirm the deletion
Warning
Deleting a field permanently removes all data stored in that field across all records. This cannot be undone.
Impact on Users
- Fields determine what data users can enter and view in records
- Data Permissions control which fields users can see (READ, WRITE, or DENY_UPDATE per field)
- Fields appear in Data Views based on the view's Displayed Fields configuration
- Fields linked to wizard tasks appear in wizard forms
- Field types affect CSV Import column mapping
- Adding required fields affects existing records — they won't pass validation until filled in
Related Topics
- Data Collections Overview — Collections that contain fields
- Creating Data Views — Choosing which fields to display
- Data Cards & Card Groups — Fields shown in card summaries
- Custom Lists Overview — Reusable option lists for selection fields
- Data Permissions — Field-level permission control (READ, WRITE, DENY_UPDATE)
- Calendar View Configuration — Using date fields in calendar views
- CSV Import — Mapping CSV columns to data fields