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Documentation Index

Fetch the complete documentation index at: https://docs.penbox.io/llms.txt

Use this file to discover all available pages before exploring further.

A data schema defines what information the case tracks — organized into sections containing individual data points. Each data point has a type (Text, Number, Currency, Date, File, Multiple Choice, etc.) and visibility settings. Cases created from templates inherit the template’s data schema. Cases created from scratch start with a blank schema. You can modify a case’s data schema at any time by adding, modifying, or removing fields and sections. Structure changes apply only to that individual case and do not affect the template.
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.

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Field Types

Cases support 10 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 for quantities, scores, and measurements

Currency

Monetary values with currency formatting for financial amounts

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

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Field Properties

Each field in a case has several properties:
PropertyDescriptionExample
KeyUnique identifiercompany_name, birth_date
TypeField data typetext, number, date
NameDisplay label”Company Name”, “Date of Birth”
DescriptionHelp text”Legal name of your company”
ValueCurrent data”Acme Corp”, “1990-01-15”
VisibilityDisplay settingAlways, hide when empty, always hide
SectionGrouping”Company Information” section

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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.
Use “hidden if empty” for optional fields to keep the case view uncluttered while maintaining complete data storage for compliance.

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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: 
📁 Company Information
   - Company Name (text)
   - Registration Number (text)
   - Industry (choices)
   - Website (text)

📁 Financial Data
   - Annual Revenue (number)
   - IBAN (text)
   - Tax ID (text)

📁 Documents
   - Company Registration (file)
   - ID Document (file)
   - Proof of Address (file)
Benefits of sections:
  • 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.

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Data Updates

Case data can be updated through multiple channels:

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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

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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

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Automations

Automated workflows can update fields:
  • Calculated values based on other fields
  • Status updates based on conditions
  • Data transformations
  • External API responses

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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

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Data Validation

Field values are validated based on their type:
Field TypeValidation
TextLength limits, pattern matching
NumberNumeric values, min/max ranges
DateValid dates, date ranges
CheckboxBoolean (true/false)
ChoicesMust be from defined options
FileFile type, size limits
Validation rules are defined in the case template and cannot be changed for individual cases.

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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
Keys are typically lowercase with underscores (e.g., 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.

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Next Steps

Case Templates

Design data schemas in templates

Contacts

Learn about case contacts

Automations

Automate based on data changes

Forms

Collect data through forms