Scope Dynamic Fields – Scope

What are Scope Dynamic Fields?

Scope Dynamic Fields are custom fields that you can add to your scopes to capture important project information and metadata. Think of them as additional form fields that help you track specific details about your projects, such as project type, client department, job number, or any other information relevant to your workflow.

These fields are especially useful when you need to integrate your scopes with other systems or maintain consistent data across your organization.

Why Use Scope Dynamic Fields?

Scope Dynamic Fields help you:

Capture essential project metadata that's specific to your organization
Standardize information across all scopes
Connect with external systems by pulling data from other platforms
Filter and organize your scopes based on custom criteria
Generate reports with consistent data points
Ensure data quality by making certain fields mandatory
Integrate with other tools through Public API and traffic payload
Include dynamic data in documents using variables in output templates

Field Types

There are three types of Scope Dynamic Fields:

1. Text Fields

Text fields allow users to enter information freely as plain text. Use these when you need flexible input that can't be restricted to a predefined list.

Examples: Job number, client reference code, project description

2. Dropdown Fields

Dropdown fields provide a predefined list of options that users select from. This ensures consistency and prevents typos or variations in data entry.

Examples: Project type (Internal project, Inter-agency, Government), Priority level (High, Medium, Low), Department name

3. External Dropdown Fields

External dropdown fields connect to outside systems and pull their options dynamically from those systems. This keeps your data synchronized with other platforms without manual updates.

Examples: Client names from your CRM, cost centers from your accounting system, team members from your HR platform

For Administrators: Creating Scope Dynamic Fields

Step 1: Navigate to Scope Fields

Click on "Manage" in the top navigation menu
Select the "Data" tab
Click on "Scope Fields" in the left sidebar

Step 2: Create a New Field

Click the "+ New Field" button (orange button in the top right)
The "Create Scope Dynamic Field" popup will appear

Step 3: Configure Your Field

Field Name Enter a clear, user-friendly name that describes what information the field captures. This is what users will see when creating or editing scopes.

Example: "Project Type" or "Job Number"

Field JSON Key Enter a unique identifier for the field in your system. This is used for technical integrations, API access, and output template variables.

Example: "project_type" or "job_number"

Important: The JSON key cannot be changed after the field is created. Choose carefully, as this key maintains connections between scopes, scope templates, output templates, and external integrations. If you need a different JSON key later, you'll have to create a new field.

Field Type Select one of the three field types:

TEXT: For free-form text entry
DROPDOWN: For a predefined list of options
EXTERNAL DROPDOWN: For options pulled from an external system

Values (for Dropdown fields only) If you selected "DROPDOWN" as the field type, enter your list of options. Add each option on a separate line.

Example:

Internal project
Inter-agency
Government

Mandatory Toggle this option on if users must fill in this field before saving a scope. Use mandatory fields for information that's essential to your workflow.

Step 4: Save Your Field

Click the "Create" button to save your new Scope Dynamic Field.

Managing External Dropdown Fields

External dropdown fields require additional setup to connect to your outside systems. Contact your technical team or support to configure these integrations. You'll need to provide:

The external system or API endpoint
Authentication credentials
The data field to display in the dropdown

For Users: Working with Scope Dynamic Fields

When Creating a New Scope

Scope Dynamic Fields appear in the "More information" step when you create a scope using the "Create Scope by Work" workflow:

Complete the "Essential information" and "Financials" steps
On the "More information" step, you'll see a section labeled "Scope Dynamic Fields"
Fill in all the fields that appear
If a field is mandatory, you must complete it before you can proceed

Text Fields: Click in the field and type your information

Dropdown Fields: Click the dropdown arrow and select the appropriate option from the list

External Dropdown Fields: Click the dropdown arrow and select from the options pulled from the connected external system

Editing Scope Dynamic Fields in Existing Scopes

After a scope is created, you can view and edit Scope Dynamic Fields in the "Details" tab:

Open your scope
Click on the "Details" tab (located next to "Scope", "Activity", "Team", etc.)
Scroll down to find the "Scope Dynamic Fields" section
Update any fields as needed
Click "Save Details" to save your changes

Mandatory Fields

If a field is marked as mandatory (indicated by an asterisk *), you must fill it in before you can save your scope. The system will prevent you from proceeding until all mandatory fields are completed.

Using Scope Dynamic Fields in Output Templates

Scope Dynamic Fields can be inserted as variables in your output templates (Word and PDF documents). This allows you to automatically pull project metadata into your generated documents.

Accessing Fields in the Output Editor

Open your output template in the Output Editor
Place your cursor where you want the field to appear
Click on the "Variables" button in the toolbar
Find your Scope Dynamic Field in the variables list (it will be listed with the field name you created)
Click to insert the variable

The field will appear as a placeholder (e.g., ${Job Number}) in your template and will be replaced with the actual value when you generate documents from your scopes.

Example Use Case: You can insert the "Job Number" field in the header of your proposal document so every generated proposal automatically includes the correct job reference number.

Integration and API Access

Public API Schema

Scope Dynamic Fields are included in the Public API schema, which means you can:

Read field values through API calls
Update field values programmatically
Include fields in automated workflows
Sync data with external systems

The JSON key you set during field creation is used as the field identifier in API calls.

Traffic Payload

Scope Dynamic Fields are also included in the traffic payload, making them available for data exchange between systems and for reporting purposes.

Editing and Managing Existing Fields

For Administrators

Editing Field Names You can update the field name at any time. This won't affect existing data or integrations.

Editing Field Values (Dropdown) You can add, remove, or modify dropdown options. Changes will apply to all new selections, but won't change values already selected in existing scopes.

Cannot Edit: JSON Key The JSON key is permanently set when the field is created and cannot be changed. This protects the integrity of your data connections, API integrations, and output template variables.

Changing Mandatory Status You can toggle whether a field is mandatory at any time. Making a field mandatory won't affect existing scopes, but users will need to fill it in when creating new scopes or editing existing ones.

Deleting Fields Be cautious when deleting Scope Dynamic Fields. Deleting a field will:

Remove it from all scopes
Break any output template variables that reference it
Remove it from API responses
Potentially break external integrations

Best Practices

Plan Your JSON Keys Carefully: Since JSON keys can't be changed, use clear, consistent naming conventions from the start (e.g., "project_type", "job_number"). Use lowercase letters and underscores for compatibility with APIs and systems.

Limit Mandatory Fields: Only make fields mandatory if they're truly essential. Too many mandatory fields can slow down the scope creation process and frustrate users.

Keep Dropdown Lists Manageable: Long dropdown lists can be difficult to navigate. If you have more than 20 options, consider whether an external dropdown or text field might work better.

Use Consistent Naming: Keep field names clear and consistent with your organization's terminology so everyone understands what information is needed.

Document Your Fields: Maintain internal documentation about what each field is for, when it should be used, and how it appears in output templates, especially if you have many custom fields.

Test Output Templates: After creating a new Scope Dynamic Field, test it in your output templates to ensure the variable displays correctly.

Review Regularly: Periodically review your Scope Dynamic Fields to remove unused fields and ensure dropdown options are still relevant.

Coordinate with Technical Team: If using external dropdowns or API integrations, work closely with your technical team to ensure proper setup and maintenance.

Technical Considerations

Integration with Templates: Scope Dynamic Fields can be included in scope templates and output templates using their JSON keys as variable names.

API Access: If you're using the Public API, Scope Dynamic Fields are accessible through standard API calls using their JSON keys.

Data Export: Scope Dynamic Fields are included when you export scope data, making them useful for reporting and analysis.

Variable Format: In output templates, Scope Dynamic Fields appear as variables using their field name (e.g., ${Job Number}), but are referenced in the API using their JSON key (e.g., job_number).

Limitations

There is no limit to how many Scope Dynamic Fields you can create
JSON keys cannot be edited after creation
External dropdown fields require technical setup and system integration
Deleting a field removes data from all scopes permanently and breaks template variables

Common Questions

Q: Can I reorder Scope Dynamic Fields?
A: The order of fields depends on your system configuration. Contact your administrator if you need fields displayed in a specific order.

Q: What happens to existing scopes if I delete a field?
A: The data in that field is permanently deleted from all scopes, and any output template variables referencing that field will break. Consider carefully before deleting fields.

Q: Can users see all Scope Dynamic Fields?
A: Yes, all Scope Dynamic Fields are visible to users who have permission to create or edit scopes.

Q: Can I make a field mandatory after it's been created?
A: Yes, you can toggle the mandatory setting at any time. This will only affect new scopes or when existing scopes are edited.

Q: How do external dropdowns stay updated?
A: External dropdowns automatically pull the latest data from the connected system each time a user opens the dropdown.

Q: Can I use Scope Dynamic Fields in formulas or calculations?
A: Scope Dynamic Fields are primarily for metadata capture. For calculations, use the appropriate pricing or formula fields in the system.

Q: What happens if I use a field in an output template and then delete the field?
A: The variable will no longer work, and you'll see an error or empty space where the field should appear in generated documents. You'll need to remove the variable from your template.

Q: Can I have the same field name with different JSON keys?
A: While technically possible, this is not recommended as it creates confusion. Keep field names and JSON keys aligned where possible.

Need Help?

For administrators: If you need assistance setting up Scope Dynamic Fields, configuring external dropdown integrations, or setting up output template variables, contact your support team.

For users: If you're unsure what to enter in a Scope Dynamic Field or why a field is required, contact your administrator or project manager for guidance.