Creating Data Wizards
Required Permission
This feature requires the TEAM_ADMIN_DATA_WIZARDS permission. See Feature Permissions for details.
Learn how to create new Data Wizards for guided data collection workflows.
Creating a New Wizard
- Navigate to Team Administration → Data Wizards
- Click Create Data Wizard
- Fill in the basic information:
- Name (required) — Internal identifier
- Description — Explain the wizard's purpose
- Icon — Visual identifier
- Public — Toggle for external access (see External Access for configuration)
- Click Create
Wizard Settings
After creation, configure these settings in the Details tab:
Display Settings
- Public Name — Name shown to users (if different from internal name)
- Icon — Visual identifier in menus
- Description — Shown on the wizard start screen
Language Settings
If your team has multiple data languages configured:
- Default Language — Primary language for the wizard
- Available Languages — Additional languages users can choose
- When multiple languages are enabled, all task labels and help text can be translated per language
- External users see content in their selected language
See Configuring Wizard Steps & Tasks for details on multi-language field configuration.
Styling
- Internal CSS — Custom styles for embedded display
- External CSS — Link to external stylesheet
- Loading Animation — Custom icons during loading
Adding Steps
- Go to the Steps tab
- Click Add Step
- Configure the step:
- Title — Displayed in breadcrumbs/navigation
- Description — Instructions for users
- Icon — Step indicator
Adding Tasks to Steps
Each step needs at least one task. Click on a step to expand it, then click Add Task. For comprehensive task configuration, see Configuring Wizard Steps & Tasks.
The step task detail page has three sub-tabs:
- Details — Task name, type, settings
- Linked Data Fields — Which fields appear in this task
- Linked Data Collections — Which collections this task reads from or writes to
Configuring External Access
For public wizards (accessible without login), configure the External Access tab:
- Define which Data Collections can be accessed externally
- Enable optional SMS or email verification for identity confirmation
- See Data Wizard External Access for complete details
Testing Your Wizard
Before publishing:
- Use the Preview function
- Walk through each step as a user would
- Verify data is saved correctly to the expected Data Collections
- Check conditional logic works as expected
- If public, test external access with verification
Wizard Flow Visualization
The Steps tab includes a Mermaid diagram showing:
- Step sequence
- Conditional branches
- Navigation paths
Impact on Users
- Internal wizards appear in the user's sidebar based on their Data Permissions (Wizard tab)
- Public wizards can be shared via direct link or embedded on external websites
- Records created/updated by wizards are visible in the relevant Data Views
- Wizard tasks that send messages are subject to approval workflows if configured
- SimplyTags can launch specific wizards when scanned
Best Practice
Start simple with a linear flow, then add conditional logic once the basic wizard works correctly. Test thoroughly before making a wizard public.
Related Topics
- Data Wizards Overview — Wizard concepts and architecture
- Configuring Wizard Steps & Tasks — Detailed step/task configuration
- Data Wizard External Access — Public wizard access and verification
- Outgoing Messages Overview — Messages triggered by wizard tasks
- Managing Data Fields — Fields used in wizard tasks
- Data Collections Overview — Collections used in wizard tasks
- SimplyTags — Launch wizards from NFC/QR