Configuring Data Sources

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[Accordion] Overview

The Data Source property lets form fields automatically pull in existing information, so users don’t have to enter the same data again. When properly utilized, a field can retrieve values from previous records or related data, helping save time, reduce errors, and keep information consistent.

This article explains how the Data Source property works at the field level, using a Listbox field in a Patient Custom Form as an example.

Common Use Cases

• Auto-populating values from prior patient records.
• Displaying the most recent entry from a related Data Source.
• Reducing repetitive data entry for clinicians.
• Ensuring consistency across clinical documentation.

[Note] Available options can differ depending on the field and the type of form being used.

[Accordion] Getting Started

To configure a Data Source for a field:

1. Open a Patient Custom Form in Form Builder.
2. Select the field (for example, Dropdown).
3. In the right-side Properties panel, locate Database Setting.
4. Click Add next to Data Source.
5. This opens the Configure Source of Data window.

[Q] 1. Data Source Tab

[A] The Data Source tab defines where the field’s data comes from.

• Data Source Table: Select the table or data entity to pull information from.
• Static Lists Only:
  • When Checked: Limit available Data Source Table options to predefined static lists defined in the Maintenance menu.
  • When Unchecked: Show patient-specific lists that update dynamically based on the selected patient.
• Current Phase Only: Restricts data to the current clinical phase for the selected patient.
• Allow Duplicates: Allows duplicate values to populate the field.
• Include Inactive: Includes inactive records when fetching data.
• Sort Order: Determines how records are ordered (ascending/descending).
• Top N Records: Limits the number of records returned.
  • 0 = all records.
  • Any other value = maximum number of records returned.
• Additional Fields: Allows inclusion of extra data fields if applicable.

Actions

• Filter Records: Apply filtering conditions to limit the records returned based on specific criteria.
• Preview: Displays sample data so you can confirm the formula returns the expected output.
• Accept: Save the configuration.
• Clear: Removes the applied Data Source from the field.

[Q] 2. Trigger Field Tab

[A] Trigger fields allow you to define conditions that control when a Data Source populates. For example, selecting a specific DOS from the dropdown shows the associated Appointment's Clinician and Primary Service.

Key Settings

• Trigger Field: Specifies which field change initiates data loading.
• Display Fields: Specifies which field(s) are shown when data is retrieved by the triggering field.
• Allow Duplicates: Controls whether duplicate results are allowed during trigger-based loading.

Trigger fields are commonly used when one field’s value depends on another field.

[Q] 3. List Values Tab

[A] Lets you set up a list of static, predefined values for selection.

Key Settings

• Add From Existing List Values: Shows static values used in dropdowns and list controls on previous forms for reuse.
• Values: Lets you create and manage the list of values shown in the dropdown.

List Values are typically used for standard fields such as Marital Status or School District, where the options rarely change.

[Accordion] Best Practices

• Utilize Data Sources to minimize manual entry: Automatically populate fields with reliable data that already exists.
• Apply clear filter conditions: Limit returned records to only what’s relevant to avoid confusion or incorrect selections.
• Account for dependencies: Ensure prerequisite fields (like Program or State) are completed before the Data Source populates.
• Handle empty results: Design forms to clearly communicate when no matching records are found, thereby avoiding errors and unclear situations.
• Keep performance in mind: Avoid overly broad queries that return unnecessary data.
• Use read-only fields when appropriate: Prevent accidental edits to auto-populated values.
• Test common workflows: Verify Data Sources populate correctly across real-world scenarios.
• Revalidate after changes: Re-test Data Sources whenever related fields, filters, or underlying data structures are updated.

[Accordion] When to Use a Data Source vs. Formula