Understanding the Information Section in Process Canvas
If States are the stations and Activities are the tracks in your process journey, then Information is the ticket that carries the details you need along the way.
Information fields define what data is captured, referenced, and passed between steps in a process. Done right, they ensure clarity, consistency, and accuracy across your system.
Why Information Matters
Well-designed information fields are the foundation of a reliable process. They:
- Keep data consistent across different modules
- Prevent errors and duplication
- Enable filtering, reporting, and automation
- Preserve the integrity of historical records
Best Practices for Defining Information
1. Consistent Naming Conventions
Use the same field names across all modules.
✅ Example: If you use Contact No. in the Customer module, use the same name in Job Order or Contract modules.
❌ Avoid: Mixing variations like Telephone No., Telephone Number, Contact Number.
2. Capitalization
Use capital letters for the first letter of each word in field names.
- Recommended: Customer Name, Approval Date, Unit Price
- Flexible: Adjust to customer preferences, especially with abbreviations (e.g., GST, SST).
3. Avoid Abbreviations (Unless Common)
Only use abbreviations that are widely recognized and unambiguous.
✅ Acceptable: GST, SST
❌ Avoid: CN, U/P (unless requested, in which case use as a label, not the field name).
4. Avoid Symbols in Field Names
Special characters can cause issues in reporting or automation.
❌ Don’t use: U/P
✅ Use: Unit Price (you can display “U/P” as the label if the customer insists).
5. Avoid Reserved or Generic System Field Names
Never use system defaults like date as custom fields — this may cause conflicts.
Rule of Consistency for Historical Data
Once a document is created, the data it contains is frozen in time. This is called non-destructive updates.
- Example: If an invoice is issued to A Company and later the company changes its name to B Company, the original invoice will still show A Company.
This protects:
- Accuracy – invoices remain true to the original transaction
- Compliance – no risk of altering past records
- Audits – historical data is preserved exactly as it was
Controlled Updates (Optional)
In some cases, customers may prefer updates to propagate. This can be configured with rules, such as:
- Only records in the Open state can update automatically if source data changes.
Final Thought
Information fields are more than just labels on a form — they are the building blocks of clarity and consistency in your process canvas.
By applying consistent naming, choosing the right data type, and respecting the rules of historical data, you ensure your system remains both user-friendly today and auditable years from now.
Think of information as the ticket that carries your process forward — clear, consistent, and reliable.
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