Intro: Managing the structure of your Pre-Admission Assessment (PAA) forms correctly is critical. Each module in the CRM has a Maximum field limit that can be reached. Incorrectly adding or duplicating fields can cause instability, resulting in errors like PAAs failing to save, disappearing records, or preventing you from adding new fields when needed. Following these best practices ensures your PAA module remains stable and functional.
Recommended Workflow / Approach
To optimize your PAA module and prevent reaching the maximum field limit:
Centralize Field Creation: Only create a custom field once in the PAA module, even if you intend to use that same field across multiple PAA form types (e.g., SUD, Detox, Mental Health).
Reuse the Field Definition: For example, instead of creating a separate "Employer Name" field for each PAA type, create one universal "Employer Name" field. Then, drag and drop the same field into the layouts for your SUD PAA, Detox PAA, etc.
Utilize Module Table Fields: For information that requires multiple entries (like medication lists, legal issues, or Substance Use History), use a Module Table Field. Tables are a highly efficient way to store multi-entry data and conserve your limited custom field quota.
Confirm Functionality: After making any significant layout changes, perform a test by completing and saving a PAA internally to ensure it saves correctly and that the record is visible.
Do's | Don'ts |
Reuse one field definition across multiple PAA layouts. | Delete and Re-add fields repeatedly. This rapidly consumes your fields. |
Use Module Table Fields for any repeating or historical data sections. | Create Duplicate Fields (e.g., "Phone 1" and "Phone 2") when you could structure the module more efficiently. |
Contact Support immediately if you experience "Access Denied" or non-saving PAAs. | Ignore Warnings (if implemented). Do not continue adding fields once a warning appears. |
Regularly review your PAA templates to ensure unnecessary fields are removed. | Keep Unused Fields in the backend. They still count toward the limit. |
PAA Field Limit Symptoms (If Limit is Reached)
PAA records fail to save or disappear entirely after clicking Save.
PAA forms sent via email fail to submit.
You receive an "Access Denied" error when trying to open PAA records.
You receive an error message when attempting to create a new field in the PAA module layout.
Q: How do I know if I have reached the PAA Field Limit?
A: Currently, the system does not display an automatic counter or warning message.- You can assume you have reached the limit if you are experiencing the symptoms listed above (PAA forms not saving/disappearing) and:
You are unable to add new fields in the PAA module layout.
Your instance has previously modified the PAA significantly by adding, deleting, and re-adding many custom fields.
Q: How can I prevent my team from reaching the PAA Field Limit? (Best Practices)
A: The main way the limit is reached prematurely is by duplicating fields across different PAA types. To preserve your field quota and ensure module stability, please follow these best practices:Reuse Existing Fields: If you need a field (e.g., "Employer Name") to appear in three different PAA forms (e.g., SUD PAA, Mental Health PAA, and Detox PAA), you must create that field once in the PAA module layout and then reuse it in all three layout types. Do not create three separate "Employer Name" fields. Duplicating fields uses up the quota much faster.
Leverage Module Table Fields: For repeat questions or structured data (e.g., documenting substance history, medication lists), use Module Table Fields where applicable. Tables are a more efficient way to store multi-entry data than creating dozens of individual fields.
Pro Tips / Extra Help
Resolution: If your PAA module is currently broken due to a field limit breach, you must contact Dazos Support immediately. A Tier 3 developer will be required to perform a backend field audit and deletion process to restore the module's saving capability.