Credentialing Plugin installation, Behaviour, Security, and Data Management – RLDatix Public Knowledge Base

Installing the Credentialing Plugin

Navigate to: Configuration => Manage Plugins

Go to the Credentialing panel and click [Install]

Enter the API key
Detail a message for all Users that will use the feature - this text will appear in the Introduction step when a user is submitting a Request

Apply Security Group restrictions if required
Complete field mapping if desired

Information on how to obtain the API Key and complete the fields for your organisation are detailed in the Instructions at the bottom of the Plugin screen.

Please review these instructions and action if required.

Field Mapping

Field Mapping is a time-saving feature that lets administrators tell the system: "When someone opens a credentialing request form, automatically pre-fill certain fields by pulling information we already have."

Instead of a User typing the same information that already exists in a Contract, Party or Person record, the system can copy it across automatically.

Click [Edit] to open

Credentialing Field column: These are the fields on the Credentialing Request form

intelligentcontract Field column: This is a dropdown where Users will choose where to pull the value from — for example [Contract] First Name or [Person] Department

Once saved, these mappings apply to all Credentialing Requests going forward.

There are up to 19 Credentialing fields that can be mapped, covering things like:

Personal details (first name, last name, date of birth, NPI)
Organisational details (department, division, specialty, employment status)
Other settings (urgency flag, anticipated start date)

Standard and Custom Fields as Sources

As well as the system's built-in fields, administrators can also map custom fields as the data source — including custom fields of the value set (dropdown/list) type. A value set custom field is one where the organisation has defined a specific list of allowed options to choose from. These behave in exactly the same way as built-in dropdown fields within the mapping configuration.

What the End User Experiences

When a User opens a new Credentialing Request form, the system checks whether any field mappings have been configured. For each mapped field, it automatically looks up the relevant value from the linked record (contract, person, or company site) and pre-fills that field in the form.

How Dropdown Fields Work — and Why Values Must Match

The options available in credentialing dropdown fields (such as Department, Specialty, or Employment Status) are fetched directly from the credentialing API at the point the form is opened. This means the available choices are specific to the organisation and always up to date.

For the pre-fill to work correctly with a dropdown, the value stored in the source field (the contract, person, or custom field being mapped) must exactly match the label of one of the options returned by the credentialing API. The system compares the two and selects the matching option in the dropdown automatically.

Example:

The Contract's "Department" field contains the text "Finance"
The Credentialing API returns a list of Departments that includes "Finance"
The system finds the match and pre-selects "Finance" in the form

If the text does not match — for example if the source field says "Finance Dept" but the credentialing API returns "Finance" — the field will be left blank and the User will need to select a value manually.

This means it is important that the values stored in source fields (particularly custom value set fields) use consistent naming that aligns with what the Credentialing system expects.

Installed Plugin

Credentialing option appears in the navigation panel
Summary screen is available
Automatic updates from Credentialing service active

Uninstalled Plugin

Credentialing option is hidden from the navigation panel
Any existing data retained but inaccessible
Automatic updates from Credentialing service disabled

Security and Access Control

Access to the Credentialing feature is controlled by the Security Groups field in the plugin - only Users within the Security Groups assigned can see the feature and generate requests.
Credentialing Request records inherit Contract sub‑tab security behavior - if you do not have access to see a Contract then you will also not see any Credentialing Requests related to this Contract.

Archiving and Restoration

Credentialing records follow its related Contract lifecycle. When a Contract is Archived or Deleted then all linked Credentialing Requests are also put in the Archive Vault or Recycle Bin
These records cannot be restored independently - the Contract record must be restored prior.

Note - When a Credentialing record is Archived or Deleted, all status updates are stopped. If the record is restored from the Archive Vault/Recycle Bin then its original status at time of Archive/Deletion will be displayed. Any stored updates from the Credentialing Service will then be applied and the record updated.