Overview
Fields are added from within any of the three tabs (Summary, Line Items, or Stocklines) in a configuration. Click + Add field within a group or section to open the Field editor dialog. The same dialog is used when editing an existing field — click any field row to open it. The field editor has two tabs: Details and Configuration.Details tab
Field name
The display name shown to your team in Flow. If you change it from the system default, a Reset to default field name link appears below the input.System name
The internal identifier for the field (field_id). This is read-only and is used in integrations and API mappings.
Description
Optional free-text description. When set, an info icon appears on the field row — hovering it shows the description text. Useful for documenting what the field captures for your team.Attributes
Type
The data type controls how the field value is displayed, edited, and validated in Flow.
Type can only be changed if the field has no reference data attached and the original data type was text.
Type restrictions:
- Toggle and Email cannot be used on fields marked as mandatory.
- Toggle and Email cannot have reference data attached.
- Date and Link cannot have reference data attached.
Visible
Controls whether the field appears in Flow. Invisible fields are useful when you need to include information that is mandatory to create or simulate an order, but don’t want it visible to the user — for example, a system reference code that must be present but has no meaning to the reviewer.- Turning on sets the field to optional.
- Turning off marks the field as not applicable. The AI will still extract a value and it will still be passed to integrations.
Mandatory
When enabled, the field must have a value before a request can be confirmed. Flow will block confirmation and highlight the field if it is empty. Mandatory cannot be enabled when:- The field type is Toggle (tooltip: “Field cannot be mandatory when configured as toggle”)
- The field type is Email (tooltip: “Field cannot be mandatory when configured as email”)
- The field has Read only behaviour enabled
Marking a field as mandatory on a live configuration will immediately block confirmation on any open requests that don’t have a value for that field — including requests already in progress.
Field span
Control how much space a product cart field takes up in Flow by adjusting its width and height from the Details tab. Field span is only available on Line Items (product cart) fields — Summary fields and Stocklines fields aren’t resizable from here.- Width — how wide the field is. Wider settings work well for longer values (e.g. a description or full delivery address); narrower settings suit short values (e.g. a quantity or a unit). Width also controls the column width in the product cart.
- Height — how tall the field is. Taller settings let users see multi-line content (e.g. notes or addresses) without scrolling inside the cell. Height can only be expanded on the lower-level fields in the product cart — fields in the top row (such as Product Number, Product Name, Quantity, Unit Price) are limited to single-line height. Move a field into the lower section if you need it taller.
Configuration tab
Reference data
Attach a reference data set to make the field a searchable dropdown in Flow. Users (and the AI) can then select from a list of valid values rather than typing freeform. Click Add to open the reference data assignment dialog:- Select a reference data source from the left panel.
- Choose the Value column — the internal value stored when an option is selected.
- Choose the Display Value column — what the user sees in the dropdown.
- Click Apply.
- Under “When the following field has a value”, select the parent field.
- Under “Then only show options for this field where the following columns match”, select the matching column in the parent’s reference data and the corresponding column in this field’s reference data.
Dependent fields are not available on Stocklines fields.
Default value
Set a fallback value that is pre-populated when the AI finds no value for the field. The input type matches the field’s data type:
Default values are visible and editable by users in Flow — they are not locked in.
Area overrides: When a configuration has two or more areas, you can set different default values per area. Click Add area override, select the area, and enter the default value for that area. This lets different teams or regions get a different pre-populated value for the same field.
Behaviour
Behaviour options add additional rules to how the field works. Available options depend on the field’s location (Summary, Line Items, or Stocklines) and data type.Reordering fields
Drag and drop fields within a tab to change their order. In the Summary tab, you can also drag entire groups to reorder them. In the Line Items tab, reordering fields changes the left-to-right column order in the product cart — use the preview strip at the top to see the result as you drag.Deleting a field
Hover a field row and click the trash icon. A confirmation dialog appears. If the field is part of a sum definition or a one-time delivery configuration, the dialog will warn you that removing the field will also remove those definitions.Effect on requests
- New requests — the field is active immediately for all new requests matching the configuration.
- Existing open requests — the field column will appear but with an empty value. Default values are not backfilled onto existing requests. If the field is mandatory, users on existing requests will need to fill it in before confirming.