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→Determining the right structure for you?
'''What custom fields are right for you?'''
The following custom fields may be well suited based on the following answer styles:
'''How will you get the data to the people who need it?'''
Different people may need to access data in different ways. For example, you may need to aggregate the answers or surface the answers in a report export, PDF, JSON file, web-based portal, public search, map plot, or something completely custom using the API. How you intend to output the data influences how the data needs to be stored (and where) as well as which features and fields will work best for you within SmartSimple.
'''Where the data will be stored within your system?'''
Consider where the data you collect is stored. For example, information about a grantee might best be stored on that grantee's profile or their organization’s profile. This way the user is not required to enter the same information into multiple forms. If information needs to be displayed in multiple locations or multiple systems, consider where the single source of truth will be and what features will be used to update other locations such as system variables, data exchange, or the SmartConnect API. If data is coming from an outside source, consider which integration you will use. For example, you may choose to populate an organization's details based on the information from the IRS verification service instead of having the user enter their own organization details.
'''How will you coordinate data structures across programs?'''
You may have many programs running for many years across many teams. Think about how you can ensure the use of the same fields and structures across multiple programs and teams. Also consider if your application cycles require the use of versioning so form changes are only applied to specific cohorts of applicants.
'''How will the process flow?'''
You may have many people contributing to the form, including the applicant and their team as well as internal and external teams taking part in the reviewing, advising, or approving process.
Will you be using features like invitations, annotations, and group email? Consider the full application lifecycle including how outcomes will be reported and how you will demonstrate the outcome of the funding such as who benefited. Also consider what types of communication you will have with the applicant. Will you use notes, annotations, emails, a separate UTA to manage these communications? Can applicants upload an audio/video application or explanation using the media library or will all communication be text based? How can your users get help along the way if things don’t go as planned or something unexpected happens? Will you use the +AI integration as part of the pre-screening process and allow other roles to get help from the artificial intelligence as part of their processes. Will you use the e-signature integration for digital signing documents or some other integration, if so, which vendor?
==Determining the structure and layout of questions==
