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This video demonstrates how to set up and use Custom Field Sets in Payaca for efficient field data collection.
This guide will help you understand and make the most of the Custom Field Sets feature in Payaca, particularly for setting up tasks to collect data in the field via the field service app.
Here, you can learn how to create custom forms, assign them to field users, collect data efficiently, and utilise that information across your projects.
Setting up Custom Field Sets (Forms)
To create a custom field set, which is essentially a form for collecting specific information:
Navigate to the top right menu in Payaca.
Click on Custom Fields.
You can choose to create a set of information (a form) against a Project, or a Customer. (Support for more entities, like Address, is coming soon).
For this example, let's consider an existing field set called "Solar Survey".
Internal Name: When setting up a field set, you can assign an internal name. This is useful if you're using our API, for instance, to generate these forms from data submitted via your website or another application.
Adding Fields: You can add various types of fields to your set:
Drop-down list: E.g., "Roof Pitch" with predefined options.
Number: E.g., "Height".
Text: E.g., "Name of the provider".
Other field types are available to configure as needed.
Using Custom Field Sets in Projects and for Field Data Collection
Once your Custom Field Set is created, here’s how you can use it:
Populating Data as an Office User (Optional)
Open a specific Project.
You will see your custom field sets (e.g., "Solar Survey") listed, often down the side.
An office user can pre-populate some of the fields if information is already known (e.g., selecting "Domestic" for property type).
Assigning Forms to Field Users via Schedule Events
Go to Schedule Event to add an event to the diary.
Assign the event to the relevant field user.
Once the event is created (you can also add these to event templates), you have options to add tasks.
Select Form responsive. This option allows you to pick from your Custom Field Sets.
Choose the specific form you want the field user to complete (e.g., "Solar Survey").
A deadline date and assignee are often automatically set based on the event details.
Collecting Data in the Field (Mobile App)
The field user will interact with the assigned form via the Payaca mobile app:
The field user can see the scheduled event on their app.
Standard mobile app features are available: "On the way" (which checks travel conditions and sends a message), "Get directions", "Arrived".
After arriving, the user clicks Start Work.
The assigned form (e.g., Solar Survey) will appear as a task. Click on it to open.
Any data pre-populated by the office user will be visible.
The field user can then fill in the remaining fields in a mobile-friendly interface.
Once completed, the user can view what they've submitted and the completion time.
After completing the form task, the user can End Work and complete the event as usual.
Viewing and Using Collected Data
Back in the office interface:
Refresh the project page. The task will show as completed (e.g., "Solar survey done").
Navigate to the custom field set section within the project (e.g., "Solar Survey data").
All the data collected by the field user will now be populated and visible.
Benefits and Future Developments
The data collected via Custom Field Sets can be very powerful:
Automations: Use the collected data to trigger or inform your automations.
Pre-populate Documents: The data can be used to pre-populate forms or other documents.
Streamline Processes: For example, collecting an MPAN to be automatically used as part of a DNO application.
Upcoming Field Types:
Images: Soon you'll be able to add image fields (e.g., to capture a photo of a cutout or an installed product). These images would sync to your files section and could be shared via the client portal.
Customer Portal Data Collection: We are looking at adding the ability to collect some of this data directly via the customer portal.
API Access: All custom field data can be accessed via the API. You can use the API to set up custom fields and populate them, essentially allowing you to build your own database structure behind Payaca entities.
This feature offers great potential for tailoring data collection to your specific needs and improving efficiency.
I hope this helps you and your users get the most out of Payaca's Custom Field Sets.
If you have any more questions or need further assistance, please don't hesitate to contact our support team via the chat option in the bottom right.