Considerations for Data Capture

Before you build Data Capture forms, understand the permissions, offline priming, and staged-data behavior that they require.

Available in: Lightning Experience

Available in: Enterprise and Unlimited Editions

Available in orgs where Field Service and Discovery Framework are enabled.

Forms and Questions

The forms are designed for mobile users. Keep them concise so that mobile workers can complete them on smaller screens.
For a smoother experience, make sure that mobile workers keep the Field Service mobile app up to date.
When you create expressions to define conditional visibility for questions, you can't use the output of other questions. Use external data sources or user profile information to define which questions are visible.

Data Capture relies on Briefcase Builder to prime records for offline use. See Briefcase Builder.
For regulatory inspections, prime the assessment questions and high-volume reference data, such as regulatory codes, before a visit. Test sync and search performance for your data volume before rollout.

Mobile workers need access to the Data Capture objects in their permission set before they can launch and submit forms. See Assign Data Capture Permissions to Mobile Workers.
For regulatory inspections, mobile workers also need access to the regulatory code and violation objects. See Set Up Regulatory Compliance and Automated Violations.

Responses to form questions are first stored in an assessment staged data record. Users need Create access on the Assessment Staged Data object to store responses after they submit a form. If the responses are valid, Salesforce creates the final assessment and assessment question response records. If the submitted responses contain errors, users review, validate, and edit the incorrect responses in the assessment staged data record, so they also need Edit access on the Assessment Staged Data object.
When mobile workers submit a form, the responses are stored in the Response field on the assessment staged data record as JSON data. This field has a limit of 131,072 characters. Exceeding this limit causes errors or data truncation. Make sure that the JSON data doesn't exceed the maximum size.
To check whether the responses in a submitted form have errors, create a custom trigger on the Assessment Staged Data object. The trigger checks the Response Processing Status field. If the status changes to Failed, the user is notified to resolve the errors in the form responses.