Understanding Data Level Structures In Caction

In the Caction system, everything is built around a clear data-level structure that organizes and connects information across different parts of the platform. The main hierarchy consists of Customer → Project → Job, forming the foundation of how data flows and interacts.

Surrounding this core are other flexible data types like Digital Forms, Assets, Product/Services, and Public Forms. Each serving different roles but linking back to the main data level. Understanding how each data level fits together is key to using the system effectively.

Main Hierarchy: Customer → Project → Job

Customer
Represents the client or organization you’re working with. This is the highest level of data in the system.

Project
Sits under the customer and acts like a folder for jobs, forms, assets, and more. 

Job
Represents the actual service or task being carried out. Jobs are the operational unit, where work happens, forms get filled, assets are used, and products/services are recorded.

Main Hierarchy Relationship

Note : Each Customer can have multiple Projects, and each Project can have multiple Jobs. 

Other Data Levels: The Supporting Structure

These entities connect across the main hierarchy and add more functionality to the system:

Asset

• Physical items like machines, equipment, tools or anything that requires tracking or servicing.

• Can be attached to:

  • Customer

  • Projects

  • Jobs

  • Digital Forms

Digital Form (DF)

• Used to digitalize customer paperwork or internal processes.

• Can be generated inside a Project, a Job, a Asset or from another Digital Form.

• Follows the structure of what customers are used to on paper.
  
  

Public Form (PF)

• A flexible form that can be accessed and submitted without logging into the system

• Can be used by anyone — customers, external parties, or internal team members

• Supports a wide range of use cases: requests, reports, feedback, surveys and more

• Can be linked to existing data such as Customer, Project, Job, Asset, or Digital Form

• Can also capture brand new data without linking to anything (e.g. a new customer or standalone entry)

A powerful and customizable entry point for bringing data from outside into the system in a structured way

Use Public Forms to collect exactly the info you need from anyone, anywhere and keep it organized within your workflow.

Product/Services

• Product & Services is a data level used to manage anything that’s part of the work being delivered, whether it’s physical parts, materials, labor types, or service charges.

  Each item in Product/Services can include:

  • Name & description

  • Quantity and Unit of Measure (UOM)

  • Unit price and automatic total calculations

  • Any additional fields based on the template you’ve set up (e.g. warranty, serial no., status)

• Can be attached to:

  • Projects (e.g. to quote or budget at a high level)

  • Digital Forms (e.g. for technician input or part usage)

  • Public Forms (e.g. if letting customers request specific items or services)

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Main & Support Hierarchy Relationship

Understanding Project & Public Form Roles in the System

Organizing Work better with Project

Project is one of the most important and flexible parts of the system. It can represent many things depending on how you work — such as:

• A contract or service agreement

• A location (e.g. site, building, region)

• A department or team

• A type of recurring service

Projects help group multiple Jobs, manage related Assets, and track Forms and Products/Services under a single, meaningful unit.

Rather than thinking of it as a fixed definition, think of a Project as a smart container that brings context and structure to related work.

Collecting Information Easily with Public Form

Public Forms make it easy to gather input from anyone, no login or user account needed. They’re flexible and can be used for things like enquiries, reports, surveys, or job requests. You decide how they're used.

Public Form are commonly used for:

What makes Public Form powerful:

• No login needed — just share a link or scan QR Code

• Connect to existing data (e.g Customer, Asset, Form) 

• Keeps external submissions organized and actionable. 

Understanding how each part of the system fits together — from Customer, Project, and Job, to supporting data like Digital Forms, Assets, Products/Services, and Public Forms — is key to using the platform effectively.

This structure helps you:

• Organize operations with clarity

• Connect the right data to the right task at the right time

• Support flexible workflows while keeping everything consistent

• Collect and manage inputs from both internal users and external sources

Each data level plays a specific role, and together, they form a system that’s structured, flexible, and scalable. Whether you’re tracking work, managing requests, handling documentation, or collecting data, everything fits into a clear, connected flow.

Once you understand how the parts work together, the system becomes much easier to navigate, adapt, and grow with your needs.