Each data point has a unique key that can be referenced throughout the platform. Keys are explained conceptually here — for the technical notation and variable syntax, see the penscript documentation.
Field Types
Cases support 9 field types, each with specific configuration options and use cases. Click any field type below to see detailed configuration, examples, and best practices.Text
Single or multi-line text input for names, descriptions, and IDs
Number
Numeric values with formatting for amounts, quantities, and scores
Date
Date picker for birth dates, deadlines, and timestamps
Checkbox
Single yes/no option for agreements and consent flags
Multiple Choice
Multiple selections for services, features, and categories
Choices
Single selection for country, priority, and status
File
File upload for documents, images, and contracts
Signature
Digital signatures with authentication for legally binding agreements
API Call
External API data fetch for credit checks and verification
Field Properties
Each field in a case has several properties:| Property | Description | Example |
|---|---|---|
| Key | Unique identifier | company_name, birth_date |
| Type | Field data type | text, number, date |
| Name | Display label | ”Company Name”, “Date of Birth” |
| Description | Help text | ”Legal name of your company” |
| AI Description | Hint for Intelligence | ”The official registered company name” |
| Value | Current data | ”Acme Corp”, “1990-01-15” |
| Visibility | Display setting | Always, hide when empty, always hide |
| Section | Grouping | ”Company Information” section |
Visibility Settings
Fields can have different visibility settings to control when they appear: Always visible - Field always appears in the case view, whether it has a value or not. Use for essential fields, required information, and key data points. Hidden if empty - Field only shows when it has a value. Empty fields are hidden. Use for optional fields, conditional data, and supplementary information. This keeps case views clean and focused on relevant information. Always hidden - Field is hidden from view but data is still stored. Use for technical fields, IDs, system data, and calculated values used in automations.AI Descriptions
AI descriptions are hints that help Penbox Intelligence identify and extract relevant data from incoming emails and documents. When you add an AI description to a data point, Intelligence uses it to understand what to look for. How AI descriptions work:- Provide context about what the field represents
- Guide Intelligence on where to find the information
- Help with automatic data extraction from emails
- Assist with document validation and processing
| Field | AI Description |
|---|---|
company_name | ”The official registered company name as it appears on legal documents” |
policy_number | ”The insurance policy number, usually 10-12 digits, found at the top of policy documents” |
claim_date | ”The date when the incident or claim occurred, not the date it was reported” |
annual_revenue | ”The company’s total annual revenue in euros for the most recent fiscal year” |
iban | ”International Bank Account Number, typically starting with country code” |
- Be specific about what the field contains
- Mention format or structure if relevant
- Indicate where the information typically appears
- Use clear, unambiguous language
- Focus on the content, not the field name
AI descriptions significantly improve the accuracy of Document Intelligence extraction. The more detailed and specific your descriptions, the better Intelligence can identify and extract the correct data.
Sections
Sections organize related fields together, making cases easier to navigate and understand. Sections are groups of fields with a common purpose or theme. Example case structure:- Organization - Group related fields logically
- Navigation - Easier to find specific information
- Clarity - Clear separation of different data types
- Presentation - Better visual organization
- Workflow - Align sections with process steps
Sections are defined in the case template. You cannot add or remove sections from existing cases, but you can add or remove fields within sections.
Data Updates
Case data can be updated through multiple channels:Manual Updates
Team members can update case fields directly:- Edit fields in the case view
- Change values as needed
- Updates are tracked in timeline
- Changes can trigger automations
Form Responses
When contacts submit forms, data flows into the case:- Form fields map to case fields (based on configuration)
- Responses automatically update case data
- Files are attached to case
- Timeline shows form submission
Automations
Automated workflows can update fields:- Calculated values based on other fields
- Status updates based on conditions
- Data transformations
- External API responses
API Call Fields
API Call fields fetch data from external sources:- Credit checks from financial services
- Company data from business registries
- Verification services
- Real-time data lookups
Data Validation
Field values are validated based on their type:| Field Type | Validation |
|---|---|
| Text | Length limits, pattern matching |
| Number | Numeric values, min/max ranges |
| Date | Valid dates, date ranges |
| Checkbox | Boolean (true/false) |
| Choices | Must be from defined options |
| File | File type, size limits |
Validation rules are defined in the case template and cannot be changed for individual cases.
Keys and References
Each data point has a unique key that identifies it throughout the platform. These keys allow you to:- Reference data in steps and automations
- Map form responses to case fields
- Use data in email and document templates
- Create calculated fields based on other data
- Trigger automations based on data changes
company_name, annual_revenue, birth_date) and must be unique within the case template.
Keys are described conceptually here. For the full technical syntax including dot notation and variable references, see the penscript documentation.