Field policies

A Field Definition is the reusable policy anchor for form design. It belongs to an organization and has a name, code, active setting and effective dates. Form Definitions reference it while carrying the schema version, field type, required setting, condition expression and validation rule used for a particular revision. Source Mappings connect a definition to source and target field names and a transform rule when an existing system supplies data.

A field policy has an owning organization and effective period. The form revision points to that policy and carries its own field type, required setting, condition and validation rule. A mapping records the source and target field names for a connected system; it does not itself import data.

• Choose the policy. The Form Owner selects the active definition for the owning organization.
• Test the condition. Check responses that trigger the required answer and responses that do not.
• Review mapped input. Compare source and target types and the transform rule before using an external value.

The Form Owner chooses the organization that owns the field policy and agrees when it becomes effective. Names and codes need to be distinct enough for another owner to select the right definition. A mapping needs an agreed source field, target field and transform rule. Test the required setting alongside the conditional expression before validation; the apparent field list alone is not a complete rule.

Agree how owners retire an old policy and which effective period applies to a revision. An external source needs its own connection and an agreed mapping; a field name alone does not establish the transfer. Keep the policy reference with the form revision.

Take one field whose answer is mandatory only after a prior choice. Record the policy, attach it to a draft form and enter both triggering and non-triggering responses. The owner checks the rule against the schema version, while the Independent Reviewer checks that the tested revision is the one in the decision record. A later policy change receives its own effective period.

For the conditional answer, verify that the policy and form belong to the intended organization. Inspect the mapped source and target values with the owner, then test both responses against the same schema version. Record the reviewer decision on that revision.

• Active field policies — Find the policies in use by organization and effective period.
• Definitions in progress — Check which working forms reference a policy before it changes.

See definition and publication and submission review for the decisions that connect this module to the next one.