Data Wizards Overview
Required Permission
This feature requires the TEAM_ADMIN_DATA_WIZARDS permission. See Feature Permissions for details.
Data Wizards are guided, multi-step workflows that help users complete complex data entry tasks. They can be used within Simply360 or embedded on external websites.
What is a Data Wizard?
A Data Wizard is a configurable form workflow that:
- Guides users through a sequence of steps
- Collects data and creates/updates records in Data Collections
- Supports conditional logic and branching
- Can be embedded on any website
- Supports multiple languages
- Can trigger outgoing messages (email/SMS)
Use Cases
- Registration Forms — Event signup, membership applications
- Intake Forms — Customer onboarding, patient intake
- Service Requests — Support tickets, work orders
- Surveys & Feedback — Collect structured feedback
- Multi-Step Processes — Complex workflows with dependencies
Wizard Components
Steps
Wizards are organized into steps, each with:
- Title and description
- One or more tasks to complete
- Navigation rules (next/previous)
- Conditional execution logic
Tasks
Each step contains tasks that define what happens. See Configuring Wizard Steps & Tasks for detailed task configuration:
- Display View — Show data from a collection using a Data View
- Create/Update Records — Collect and save data
- Send Messages — Trigger emails or SMS via Outgoing Messages
- Find Matching Records — Search for existing data
Linked Fields
Fields connected to each task determine:
- What data is collected from the user
- Validation rules applied to input
- Display settings (labels, help text, required status)
Public vs. Internal Wizards
| Type | Who Can Access | Use For |
|---|---|---|
| Public | Anyone with the link (with optional verification via External Access) | External forms, registration, public surveys |
| Internal | Logged-in team members (controlled by Data Permissions → Wizard tab) | Staff workflows, internal processes |
Accessing Data Wizards
- Navigate to Team Administration → Data Wizards
- View all wizards in your team
- Click on a wizard to configure it
Impact on Users
- Internal wizards appear in the user's sidebar if their User Role grants access via Data Permissions (Wizard tab)
- Public wizards are accessible via direct URL or embed code — no login required
- Wizards can create or update records across one or more Data Collections, so changes made by users through wizards appear in those collections' views
- SimplyTags can be configured to launch specific wizards when scanned
- Wizards can trigger outgoing messages (emails/SMS) as part of their flow, subject to approval workflows if configured
Related Topics
- Creating Data Wizards — Create new wizard workflows
- Configuring Wizard Steps & Tasks — Detailed step and task configuration
- Data Wizard External Access — Public wizard access and verification settings
- Outgoing Messages Overview — Messages triggered by wizard tasks
- Data Collections Overview — Collections used with wizards
- Data Permissions — Wizard access in the permissions system
- SimplyTags — Launch wizards from NFC tags and QR codes