Contact Fields: Capturing and Organizing Custom Data – Subflow, Inc.

Contact Fields allow you to create and manage custom properties that are stored on each contact or patient record in Subflow. These fields are essential for collecting personalized data through forms, segmenting your audience, triggering workflows, and enhancing communication.

⚠️ HIPAA Compliance Note:
To collect and store Protected Health Information (PHI), your organization must be on a Teams plan or higher and have a signed Business Associate Agreement (BAA) with Subflow.
Contact support@subflow.com for more information.

Accessing Contact Fields

To view and manage your fields:

Click “Fields” in the left-hand navigation.
You’ll see a table of all contact fields currently saved to your account.

Subflow comes with several default fields (e.g., Name, Email, Phone) that cannot be edited or deleted.

Use the search bar and filter options to quickly find specific fields, and choose to edit, view, or archive them.

Creating a New Contact Field

To add a new field:

Click “New Field” in the top-right corner.
You’ll be directed to the field creation interface.

Step 1: Grouping

Property Group
Organize your fields by group (e.g., Onboarding, Patient Intake, Insurance Info).
You can select an existing group or create a new one.

Step 2: Field Info

Label – This is the display name shown to users or contacts (e.g., “Do you have a fever?”)
Internal Name – Used internally for data reference and API calls
Description – Provide context about the field for internal team members (optional but helpful)

Step 3: Choose a Field Type

Here are the available field types in Subflow:

Field Type	Use Case
Single Line Text	Short answers (e.g., city, nickname, provider name)
Multi Line Text	Longer input (e.g., symptoms, medical history)
Email Address	Validates email format only
Phone Number	Validates number format only
Dropdown Select	Choose one option from a list
Checkbox	Yes/No or single true/false selection
Multi-Checkbox	Allow multiple selections (e.g., “Select all symptoms you have”)
Radio Buttons	Choose one option from a list (visually different from dropdown)
Date	Select a specific date (e.g., date of visit)
Time	Select a time only (e.g., preferred appointment time)
Date & Time	Combined date and time selection (e.g., next follow-up)

Step 4: Set Validation Rules

Validation ensures you collect accurate, clean, and complete data. You can apply rules such as:

Required Field – Must be filled before submission
Min/Max Character Length – For free text fields
No Special Characters – Force plain text input
Numbers Only – For fields like zip code or age

Step 5: Choose Visibility

Visible in Forms – Toggle this on to make the field available for use in your Forms builder
If turned off, the field is only available for internal data use and won’t appear in public forms.

Step 6: Preview & Save

You’ll see a live preview of how the field will look on a form. Once everything looks good, click Save.

Your new field is now available to:

Use in Forms for data collection
View and edit in Contact Records
Filter contacts or build Segments
Trigger Workflows or automate actions

✅ Best Practices

Group fields by purpose to keep things organized
Use clear and concise labels that your users will understand
Apply validation rules to reduce errors and improve data quality
Keep internal names consistent (e.g., insurance_provider, risk_level)
Don’t overload forms—only collect what you need for that workflow

Need help planning your data structure or organizing intake fields? Reach out to support@subflow.com—we’re happy to guide you through setup!