Product:
Dazos CRM – Pre-Admission Assessment (PAA)
Question:
What’s the best practice when training customers to edit a Pre-Admission Assessment (PAA) form?
Environment:
Module Affected: PAA (Pre-Admission Assessment)
User Type: Admin
Functionality: Custom field creation and configuration
Common Scenario: Customers customizing multiple PAA types (e.g., Detox, Residential, PHP)
Summary of the Issue:
Each PAA module within Dazos CRM has a maximum field limit. When users delete and re-add fields excessively — especially across multiple PAA types — the system can reach its limit, causing:
The PAA module to become locked, blocking new field creation.
“Access Denied” errors when attempting to open PAA records.
These issues often occur when duplicate fields are created for each PAA type rather than reusing existing ones.
Root Cause:
The CRM enforces a field quota to maintain system performance and database integrity.
When administrators create duplicate fields across multiple PAA types (e.g., “Employer” in Detox, Residential, and PHP individually), each duplicate consumes part of the overall field allocation — quickly reaching the maximum limit.
Best Practice Recommendations:
Reuse Fields Across PAA Types
If a field (e.g., Employer) applies to several PAA types, create it once and reuse it across all relevant forms.
Avoid creating identical fields multiple times.
Leverage Module Table Fields
For repeating questions or data points that appear in multiple assessments, use Module Table Fields.
This promotes consistency and helps conserve field capacity.
Avoid Frequent Deletion/Re-Addition Cycles
Repeatedly removing and re-adding fields contributes to record fragmentation and increases the risk of field limit exhaustion.
Educate End Users During Training
Emphasize the importance of field reuse and thoughtful form planning during customer onboarding or customization sessions.
Next Steps / Development Improvements:
A ticket has been submitted to the Development Team to enhance visibility and control around field limits:
⚠️ Display a warning message when users approach the maximum field capacity.
📊 Clarify how many fields can safely be added or deleted after an instance is cloned from a base template.
User Case / Example Scenario:
During training, a customer managing three distinct PAA types created separate “Employer” fields for each. After exceeding the field quota, the PAA module locked and displayed “Access Denied” when attempting to open records.
The issue was resolved by consolidating the redundant fields and reusing a single shared version across all forms.
Additional Notes:
Each instance’s field limit is fixed and predefined at the module level.
Excessive customization without field reuse may require Dev Team intervention to restore functionality.
Always plan field structure before large-scale form edits or migrations.