This guide outlines the Workflow Field Types in SiteCapture templates and how they function. These workflow field types are used for various features such as Tagging, Services, Cost Calculations, Markup Percentages, and Self Inspections.
🖼️ Screenshot of Workflow Field Types
1. Read Only
- Purpose: Prevents users from editing a field.
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Implementation: Set the field's workflow type to
Read onlyin the template editor. - Functionality: Field appears locked for all users. Portal Admins can still edit it via the web by clicking the eye icon.
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2. Unique ID
- Purpose: Generate a new unique ID for every project that is created from the template.
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Implementation: In Template Settings check the workflow type: "Auto generate unique id." Add a
Unique ID(eg: Work Order #) field to your form. Field type must be Text or Integer. - Functionality: This unique ID is the same as the Project ID.
- Recommendation: Set the field as "Admin Only".
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3. Exception Indicator
- Purpose: Allows a project to be tagged upon a "Complete" or "Closed" status.
- Implementation: Exceptions fields must be Boolean fields and they will trigger an exception when answered Yes.
- Functionality: Flagging projects with a tag such as "Needs Review" or "Incomplete" for further action on the project.
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4. Declined Comment
- Purpose: Captures user reason when a work order is declined.
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Implementation: In Template Settings, workflow type of "Require accept, decline" must be checked. Add a text field and set workflow type to
Declined Comment. - Functionality: User must enter a comment when declining a project.
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5. Line Item Service Key
- Purpose: Generate priced line items by category.
- Implementation: Used in conjunction with Services feature. Set field type to "Service Selection".
- Functionality: Pulls dynamic content (e.g., pricing or metadata) from the service database.
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6. Line Item Service Quantity
- Purpose: Captures the number of units for a selected service.
- Implementation: Set field type to Integer.
- Functionality: Applicable for scenarios involving either service-based or material-based cost calculations.
- Recommendation: Set the field as "Required".
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7. Line Item Service Cost
- Purpose: Displays calculated service cost.
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Implementation: Dollar field set as
Line Item Service Cost. - Functionality: Auto-calculated from selected service × quantity.
- Recommendation: Often set to “Admin Only”.
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8. Line Item Labor & Material Cost
- Purpose: Separates cost inputs for labor and material.
- Implementation: Assign respective workflow field names.
- Functionality: Supports detailed cost tracking and audit.
- Recommendation: Set field as "Admin Only" and "Hidden from Field User".
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9. Cost Item / Cost Item 2
- Purpose: Used to track and manage specific project expenses within a template. It allows users to input, calculate, and report on the costs associated with tasks, materials, labor, or any other project-related charges.
- Implementation: Set field type to Decimal or Integer
- Functionality: Enables complex cost calculations or scenario planning.
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10. Section Cost, Labor, Material Totals
- Purpose: Aggregates values within a section.
- Implementation: Used in conjunction with Services feature.
- Workflow Field Types:
Section cost total
Section cost total 2
Section labor total
Section material total
- Recommendation: Commonly set to “Admin Only” for reporting and dashboard use.
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11. Project Cost Totals & Markups
- Purpose: Summarizes full project cost across all sections and allows users to apply a markup percentage to project cost totals, either increasing or decreasing the total amount based on the specified percentage.
- Implementation: Project markup percentage must use Integer or Decimal field types.
- Workflow Field Types:
Project cost total
Project cost total 2
Project labor total
Project material total
Project markup percentage
Project markup percentage 2
Project cost total with markup
Project cost total with markup 2
12. Contactless Self-Inspections
- Purpose: Empower residents to perform property or other inspections themselves, which reduces the necessity for on-site visits and enhances operational efficiency and safety.
- Workflow Field Types:
Recipient Name, Recipient Email, Recipient Phone
Recipient Instructions, Email Subject, Email Body
Sender Name
- Functionality: Enables automatic distribution of self-inspection requests to designated recipients.
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