Creating Custom Fields: Adding New Questions
This is the most powerful customization feature, allowing your Organization Manager to add entirely new questions to any section of your forms.
7.1 How to Add a Custom Field
Navigate to Form Settings > Select the relevant Form > Go to Form Field Settings.
Click the tool icon next to the Custom Form Fields section.
Click the Add Custom Field button. A pop-up will appear with several fields to define your new question.
7.2 Defining Your Custom Field: Field Requirements
Carefully define each aspect of your new custom field:
Select Section:
Choose where your new question should appear on the form (e.g., What Happened, Incident Details, Risk and Harm Details).
Question:
This is the actual question text that users will see and answer on the form. (e.g., Which group of patients were affected by this incident, how was the group identified, etc.).
Description (Optional):
Provide a brief explanation of the field's purpose or specific instructions for the user.
Example: Add details about the after effects of the incident and the ordeals that need to be addressed. This information helps to be proactive in issue resolution.
Display Description in the form:
Yes - Display as placeholder: For text-based fields (Single/Multiple Line Text), the description appears as grey text inside the input box, guiding the user.
Yes - Display as hover helper: A small helper icon
will appear next to the question. Users can hover over it to see the description. This is applicable for all field types.
No: The description will not be displayed on the form.
Field Type:
This determines how users will provide their answer. Choose based on the nature of the data you want to collect:
Single Line Text Field (character limit 250): For short, concise text answers (e.g., Patient Name).
Multiple Lines Text Area (character limit 3000): For longer, detailed text responses (e.g., Describe the incident in detail).
Single Select Radio Option (minimum 2 options required): For questions where only one answer can be chosen from a predefined list (e.g., Was the medication dispensed correctly? Yes / No).
Multi-Select Checkbox Option (minimum 2 options required): For questions where multiple answers can be chosen from a predefined list (e.g., How was the prescriber informed? Phone / Email / In-person).
Single Select Dropdown Option (minimum 2 options required): Similar to radio buttons, but presents options in a dropdown menu, useful for longer lists.
Add Option Values (for Radio, Checkbox, Dropdown types):
Enter all the predefined choices for your question.
You must provide a minimum of two options. The last two options cannot be deleted.
Mark as Mandatory Field:
Yes: Users must answer this question before saving the event. (Does not affect "Save as Draft").
No: The question is optional.
Assign a Default Value (for Radio, Checkbox, and Dropdown types):
Yes: Allows you to pre-select an answer that is most common for your business case. This option will be pre-selected when the form loads.
No: No default selection.
Default Value: If Assign a Default Value is Yes, select the specific option that should be pre-selected.
Add Field to:
This determines when the custom field appears in the event lifecycle:
Both Submitters & Reviewers form (New & Edit view): The question will appear when a pharmacy staff member reports a new event, and also when the event is edited by a reviewer.
Reviewers form only (Edit view): The custom field will only appear when an event is being reviewed or edited. This helps keep the initial submission form simpler for pharmacy staff.
Once all details are entered, click Save.
Result on the Form: Your new custom field will appear in the specified section of the form, ready for data input.
7.3 Managing Your Custom Fields: Tools & Permissions
Once created, custom fields have their own set of management tools:
Editing Fields:
You can edit the question text, description, and other settings of a custom field at any time.
Disabling Fields:
You can disable a custom field to remove it from new form views.
Important: If a custom field has been used in existing events, disabling it will not remove the data from the summary view of those events. However, when editing such an event, the disabled field will no longer be visible as an input option.
Deleting Fields:
A custom field cannot be deleted if it has been used in at least one existing event.
If it has not been used, you can delete it permanently from your form settings.
Role-Based Access for Managing Custom Fields:
Organization Manager: Has full control over custom fields, including editing, enabling/disabling, and setting facility-specific applications. Can also apply locks.
Facility Manager: Can only update custom field settings for the facilities they are directly assigned to. They cannot manage custom fields if they are "locked for facility update" by an Organization Manager.
Non-Managers: Have view-only access.
7.4 Applying to All/Selected Facilities
Your Organization Manager has the flexibility to control where custom fields appear:
All Facilities: The custom field will be active for all facilities within your organization.
Selected Facilities: You can choose specific facilities where the custom field will be displayed. This is useful for questions relevant only to certain locations (e.g., pharmacies in a specific province or under a particular administrative body).
How to Set: This option is usually found within the custom field's edit page in the Organization Manager view.