API Call Field

The API Call field fetches data from external APIs and stores the response in the case. This field type enables real-time data enrichment from third-party services — credit scores, company data verification, address lookups, exchange rates, and any external data source with an API. Use API Call fields when you need to pull data from external systems dynamically during case workflows, rather than asking users to manually provide information that exists in other systems.

When to Use

Use API Call fields for:

Credit score checks
Company data verification (registration, VAT validation)
Address validation and geocoding
Bank account verification (IBAN validation)
Identity verification
Exchange rate lookups
Tax ID validation
Property data lookups
Vehicle registration lookups
API-based enrichment services

Consider alternatives:

Use Text, Number, or other fields for manual data entry
Use integrations for bidirectional sync with external systems
Use webhooks for pushing data to external systems

Configuration Options

Option	Description	Type	Default	Example
`key`	Unique identifier	String	Required	`credit_score`
`name`	Display label	String	Required	”Credit Score”
`description`	Help text for users	String	Optional	”Fetched from credit bureau”
`api_config`	API configuration object	Object	Required	See below
`trigger`	When to execute API call	String	`on_create`	`on_update`, `manual`
`retry`	Number of retry attempts	Number	`3`	`5`
`timeout`	Request timeout (ms)	Number	`30000`	`10000`
`cache_duration`	Cache response (seconds)	Number	`0`	`3600`
`visibility`	Display setting	String	`always-visible`	`hide-when-empty`
`section`	Section this field belongs to	String	None	Section UUID

API Configuration Object

Property	Description	Type	Required	Example
`url`	API endpoint URL	String	Yes	`https://api.example.com/credit`
`method`	HTTP method	String	Yes	`GET`, `POST`
`headers`	Request headers	Object	No	`{"Authorization": "Bearer {token}"}`
`params`	Query parameters	Object	No	`{"vat": "{data.vat_number}"}`
`body`	Request body (for POST/PUT)	Object	No	`{"customer_id": "{data.customer_id}"}`
`auth`	Authentication config	Object	No	See below
`response_mapping`	How to map response to case data	Object	Yes	See below

Authentication

Type	Configuration	Example
Bearer Token	`{"type": "bearer", "token": "{secret.api_token}"}`	API key auth
Basic Auth	`{"type": "basic", "username": "user", "password": "{secret.password}"}`	Username/password
API Key Header	`{"type": "header", "key": "X-API-Key", "value": "{secret.api_key}"}`	Custom header

Examples

Credit Score Lookup

Fetch credit score from external bureau:

{
  "key": "credit_score",
  "type": "api_call",
  "name": "Credit Score",
  "description": "Credit score fetched from bureau",
  "trigger": "manual",
  "api_config": {
    "url": "https://api.creditbureau.com/v1/score",
    "method": "POST",
    "auth": {
      "type": "bearer",
      "token": "{secret.credit_bureau_token}"
    },
    "body": {
      "ssn": "{data.ssn}",
      "dob": "{data.birth_date}"
    },
    "response_mapping": {
      "score": "score",
      "rating": "rating",
      "last_updated": "timestamp"
    }
  }
}

VAT Number Validation

Validate European VAT number:

{
  "key": "vat_validation",
  "type": "api_call",
  "name": "VAT Validation",
  "description": "Validates company VAT number",
  "trigger": "on_update",
  "api_config": {
    "url": "https://ec.europa.eu/taxation_customs/vies/rest-api/check-vat-number",
    "method": "GET",
    "params": {
      "vatNumber": "{data.vat_number}",
      "countryCode": "{data.country}"
    },
    "response_mapping": {
      "valid": "valid",
      "company_name": "traderName",
      "address": "traderAddress"
    }
  }
}

Company Data Enrichment

Fetch company details from registry:

{
  "key": "company_data",
  "type": "api_call",
  "name": "Company Data",
  "description": "Company information from business register",
  "trigger": "on_create",
  "cache_duration": 86400,
  "api_config": {
    "url": "https://api.companyreg.com/v2/companies/{data.company_id}",
    "method": "GET",
    "headers": {
      "Authorization": "Bearer {secret.company_api_token}"
    },
    "response_mapping": {
      "legal_name": "name",
      "registration_date": "incorporationDate",
      "status": "status",
      "employees": "numberOfEmployees",
      "revenue": "annualRevenue"
    }
  }
}

Address Geocoding

Convert address to coordinates:

{
  "key": "geocode",
  "type": "api_call",
  "name": "Geocode Address",
  "description": "Latitude and longitude of address",
  "trigger": "on_update",
  "api_config": {
    "url": "https://maps.googleapis.com/maps/api/geocode/json",
    "method": "GET",
    "params": {
      "address": "{data.full_address}",
      "key": "{secret.google_maps_key}"
    },
    "response_mapping": {
      "latitude": "results[0].geometry.location.lat",
      "longitude": "results[0].geometry.location.lng",
      "formatted_address": "results[0].formatted_address"
    }
  }
}

Trigger Types

Control when the API call executes:

Trigger	When It Runs	Use Case
`on_create`	When case is created	Initial data enrichment
`on_update`	When specified fields change	Validate updated data
`manual`	When user/member clicks button	User-initiated checks
`scheduled`	On specified schedule	Regular updates

Watch fields for on_update:

{
  "trigger": "on_update",
  "watch_fields": ["data.vat_number", "data.country"]
}

The API call executes only when watched fields change.

Response Mapping

Map API response to case data fields: Simple mapping:

{
  "response_mapping": {
    "score": "credit_score",
    "rating": "credit_rating"
  }
}

Nested response:

{
  "response_mapping": {
    "company_name": "data.company.name",
    "employees": "data.company.employeeCount",
    "address": "data.company.address.full"
  }
}

Array access:

{
  "response_mapping": {
    "first_result": "results[0].value"
  }
}

Transform with penscript:

{
  "response_mapping": {
    "score_normalized": {":div": "{response.score}", "10"}
  }
}

Error Handling

API Call fields handle errors gracefully:

Retry Logic

Automatically retries on timeout or 5xx errors
Configurable retry count with exponential backoff
Failed requests don’t block case workflow

Timeout

Default: 30 seconds
Configurable with timeout option
Prevents hanging on slow APIs

Error Storage

Error messages stored in field metadata
Visible to case managers
Can trigger automations or alerts

Example error response:

{
  "error": true,
  "message": "API timeout after 30s",
  "timestamp": "2026-02-10T14:30:00Z"
}

Caching

Cache API responses to reduce calls: No caching (default):

{"cache_duration": 0}

Cache for 1 hour:

{"cache_duration": 3600}

Cache for 24 hours:

{"cache_duration": 86400}

Use caching for:

Static data (company info, address validation)
Rate-limited APIs
Expensive API calls

Don’t cache:

Real-time data (exchange rates, stock prices)
Frequently changing data
Time-sensitive information

Security Considerations

Store Secrets Securely

Never hardcode API keys in configuration
Use {secret.key_name} syntax for credentials
Store secrets in workspace secrets management
Rotate secrets regularly

Validate Responses

Validate API response structure
Handle missing or malformed data
Set appropriate timeouts
Implement retry limits

Rate Limiting

Respect API provider rate limits
Use caching to reduce calls
Implement backoff strategies
Monitor API usage

Data Privacy

Only fetch necessary data
Be aware of GDPR implications when fetching personal data
Document what external APIs you use
Review third-party data processing agreements

Best Practices

Use for enrichment, not critical data:

Don’t rely solely on API calls for essential data
Provide fallback for API failures
Allow manual override when API unavailable

Configure appropriate triggers:

on_create for initial enrichment
on_update for validation after user input
manual for expensive or optional checks
Don’t trigger unnecessarily (costs, rate limits)

Map responses completely:

Extract all useful data from response
Store metadata (timestamps, validation status)
Handle nested and array responses
Transform data as needed

Handle errors gracefully:

Show user-friendly error messages
Log technical details for debugging
Don’t block workflow on API failure
Provide manual data entry alternative

Cache appropriately:

Cache stable data (company info, validation results)
Don’t cache changing data (prices, availability)
Set reasonable cache durations
Clear cache when underlying data changes

Monitor API usage:

Track call volume and success rate
Monitor response times
Watch for rate limit warnings
Budget for API costs

Document external dependencies:

List all APIs used
Document authentication requirements
Note rate limits and costs
Maintain fallback procedures

Text

Use for manual data entry

Number

Store numeric API responses

Automations

Trigger workflows based on API responses

Data Schema Overview

Back to Data Schema overview

Get Started

Workspace

Cases

Forms

Penscript

When to Use

Configuration Options

API Configuration Object

Authentication

Examples

Credit Score Lookup

VAT Number Validation

Company Data Enrichment

Address Geocoding

Trigger Types

Response Mapping

Error Handling

Retry Logic

Timeout

Error Storage

Caching

Security Considerations

Store Secrets Securely

Validate Responses

Rate Limiting

Data Privacy

Best Practices

Text

Number

Automations

Data Schema Overview

Get Started

Workspace

Cases

Forms

Penscript

​When to Use

​Configuration Options

​API Configuration Object

​Authentication

​Examples

​Credit Score Lookup

​VAT Number Validation

​Company Data Enrichment

​Address Geocoding

​Trigger Types

​Response Mapping

​Error Handling

​Retry Logic

​Timeout

​Error Storage

​Caching

​Security Considerations

​Store Secrets Securely

​Validate Responses

​Rate Limiting

​Data Privacy

​Best Practices

​Related Field Types

Text

Number

Automations

Data Schema Overview

When to Use

Configuration Options

API Configuration Object

Authentication

Examples

Credit Score Lookup

VAT Number Validation

Company Data Enrichment

Address Geocoding

Trigger Types

Response Mapping

Error Handling

Retry Logic

Timeout

Error Storage

Caching

Security Considerations

Store Secrets Securely

Validate Responses

Rate Limiting

Data Privacy

Best Practices

Related Field Types