Collecting Information

Data fields allow you to collect exactly the information your workflow needs. Whether you're asking members to answer a question, upload a photo, select another team member, or confirm a completed task, choosing the right field makes your workflows easier to complete and the information more valuable.

Choosing the Right Data Field

Choose the field that best matches the information you want to collect.

Shared Data Field Settings

Open a task, choose Add Data Field, select the type, then enter and confirm the field name. Click the new field to configure it. Choose Return to leave the field editor and Apply in the parent task editor to save the step changes. Click an existing field in a task to review its settings.

• Name identifies the question or value the participant should enter.
• Description adds context for answering it.
• Optional controls whether this particular answer may be left blank.
• Reference Field provides a separate field-reference control. Use the workflow's data-reference tools when reusing information in later steps; see Adding Data Fields.

Keep questions specific. A field asking for a measurement should name what is being measured and the unit expected.

Configuring Text Fields

Text fields provide the following controls:

A placeholder helps someone understand the question without supplying their answer. Prefilled text gives them a starting structure, such as Issue: / Action taken:.

The Minimum and Maximum limits each have an enable switch. Turn on the limit you need before entering its value. Disabled controls can still show default values; these do not mean the limit is enabled. Choose Return, then Apply in the task editor.

Use Optional separately if the answer may be left blank. In Preview, try an answer below the minimum and then a valid answer to check the participant experience. The text field shows how many more characters are needed when an answer is too short.

Configuring Selection Fields

Create the choices participants should see, then review:

For a single-choice question, set the selection bounds to one. For multiple-choice questions, choose bounds that match the question. Optionality is a separate field setting.

For example, create a mood check with five emoji choices, a horizontal orientation and one selection. Follow it with an optional text field for context. Give the question a clear name so the meaning of the response remains understandable in the recorded data.

Choosing Other Field Types

Use a Number field for quantities, a Checkbox for a binary response, and separate Date and Time fields for calendar and time input. Use Upload for files or photographs and Location for a location response. A User Selection field lets someone choose a team member; it can be used with a later User Change step.

Open the selected type's settings before assigning the workflow, and make the instructions clear about the information expected. A location answer, an uploaded photograph and a participant's confirmation represent different kinds of recorded information; choose the field that matches the task.

Locations and Geo-fences

Use a Location field when the task needs a location response. Depending on its setup, the member can use Device Location or Map Pick. Set Geo-fence lets you define an area for the location check.

A branch can use Compare Location with inside/outside conditions to route the next steps. For example, an on-site check may continue along one route when the recorded location is inside the chosen area. Explain what the location question is for so the participant knows what to provide.

Data Injections

Data Injections insert an earlier answer or variable into later text. Use the data-reference control beside a supported field to choose the value you need rather than typing the answer again.

For example, collect an equipment name at roll-out, then use it in a task title or message. You can also use values in API request bodies. Review the text with sample input so the result reads naturally and still makes sense when an optional answer is empty.