Set up an identification field 🫆

⚠️ Accessing the settings for these fields requires the "Edit identifications" permission.

When creating a new employee/journey in Workelo, it is often essential to collect information specific to your company — such as the contract type or an internal employee ID number.

These identifications allow you to collect information in two places :

• At the journey level:

• At the employee level:

👉 Default fields are available, but you can configure your own additional fields to properly identify your employees and journeys (contract type, employee ID, etc.).

✍️ Create/edit an identification field

In the 'Account' section, open the "Custom fields" page.

You can:

1. Edit an existing field by clicking on it
2. Create a new field
3. Adjust the display order of fields.

Fill in all the required information:

• Field type: Text, Dropdown, Date.
• Field name
• Technical identifier (especially if this data needs to be entered and/or used as part of an automated integration)
• Where to display this field (at the creation of the journey, the employee, or both).
  👉 Use case examples:

Information	Identification level
Phone number	Journey and Employee
Contract type	Journey only
Employee ID number	Employee only

• Option to enforce a format (Regex)
• Make this field mandatory
• Use the field as a variable in a communication.
• Choices (for dropdown lists)

 

💡 Good to know

Identifications are created at the Workelo account level, not at a specific environment level. They are therefore shared across all your environments.

Key management rules

• ❌ Deleting an identification permanently erases the data collected through that field.
• ➕ Adding a new identification does not apply it retroactively to already-created journeys or employees.
• 🔃 Changing the field order affects their display order in the interface (employee profile, journey page).
• 🆔 For a phone number field type, create a text field with the technical ID phone_number.

Special cases for dropdown lists

• Deleting a list option does not erase already-collected responses.
• Editing an option does not retroactively update previously entered values.