System Fix | by ALL2S Consulting LLC
“Can we just add a field for that?”
It sounds harmless. Logical, even.
Until you realize that every “just add a field” request is actually a data decision — one that can cost your organization accuracy, automation, and trust in reporting.
Let’s talk about why small system changes aren’t small — and how to protect your data (and sanity) from well-meaning chaos.
1️⃣ The Illusion of Easy
Every system admin or super user has heard it:
“Can we just add a field for this customer code?”
“Can we add a checkbox for tracking this status?”
“Can we add one more dropdown to make this easier?”
Technically, yes — you can.
CargoWise (and most systems) make adding a custom field incredibly easy.
But every field comes with a price tag:
- Someone must define it
- Someone must maintain it
- Someone must fill it
- Someone must remember what it means
And eventually, someone has to explain it to the next person — or to the report that doesn’t know what to do with it.
2️⃣ The Hidden Cost of Complexity
Custom fields start with good intentions — capturing a detail, clarifying a process, solving a temporary problem.
But when you multiply that by every user, every department, and every “quick fix,”
you end up with a Frankenstein system — a patchwork of one-off fields that no longer tell a unified story.
That’s when reporting starts to fall apart.
Suddenly, your “simple” field is:
- Excluded from automation triggers
- Misaligned with global templates
- Ignored by your BI dashboards
- Interpreted differently by each branch
The result?
Everyone’s reporting from the same system, but no one’s reporting the same thing.
3️⃣ Why This Happens
The “just add a field” mindset usually comes from a good place — teams trying to solve problems fast.
But what starts as a small change request can easily turn into system creep when process and governance aren’t aligned.
Here’s how it typically happens:
Operations identifies a gap — a missing detail, a visibility issue, or a tracking need — and pushes for a system change. They go straight to IT and say:
“CargoWise doesn’t have a field for this. Can you just add one?”
IT, wanting to support their internal customer, usually says yes.
They’re problem-solvers, and their instinct is to help.
Sometimes, they genuinely believe the system doesn’t have a built-in way to handle it.
Other times, they’re told by operations that CargoWise simply can’t do it, and because IT isn’t living in the day-to-day of logistics workflows, they take that at face value.
And even when IT does push back, they rarely have enough context — they don’t understand why the request exists, how it will be used, or who will rely on it.
Without that understanding, they can’t offer an alternative solution using functionality already built into CargoWise.
💡 The fix?
Operations should never go directly to IT for system changes.
Requests should go through a data governance process — a team or structure that understands both:
- How operations actually functions day-to-day
- How CargoWise is designed to support those operations
As a reminder: data governance is the buffer.
It cannot sit inside IT.
It’s the bridge between operations and IT — ensuring that quick fixes don’t turn into system sprawl.
Governance exists to protect system integrity, to weigh the need versus the impact, and to keep us from “Frankensteining” the system one field at a time.
When operations, IT, and governance collaborate through this structure, your system stays lean, efficient, and trustworthy.
4️⃣ The Real-World Example
I once had a client who created a custom free-form text field where operations could type shipment notes to communicate status between teams.
They even developed their own internal shorthand — cramming as much info as possible into that single box.
Then they added custom checkboxes to track shipment stages and flag delays.
All of this was built with good intentions.
But here’s the catch: every one of those fields already had a solution built into CargoWise — Milestones and Tasks.
The problem wasn’t capability. It was trust and understanding.
The teams didn’t know how milestones worked or how they tied to workflow visibility.
They didn’t trust that the system would communicate what they needed — so they created their own system inside the system.
The fix?
We implemented standardized workflows that automated milestones and replaced shorthand notes with structured, visible updates.
The result:
✅ Clear status tracking across teams
✅ Automated alerts for delays
✅ Eliminated redundant fields
✅ Restored trust in the system
What started as “just add a field” ended up as a full process rebuild — but this time, aligned with CargoWise functionality.
5️⃣ The Data Governance Fix
✅ Create a Data Request Process
Before any new field is added, have a structured form that asks:
- What is the purpose of this field?
- Who owns it?
- Who will maintain it?
- Where should this information ideally live?
Half of the requests will disappear once people realize they don’t actually need a new field — they need clarity in an existing one.
✅ Designate a Data Gatekeeper
Someone needs to own configuration discipline.
A good rule: if a new field doesn’t align with reporting, automation, or compliance — it doesn’t belong.
✅ Train for Discovery, Not Duplication
Encourage users to search first.
CargoWise and most systems already have dozens of underused fields that cover what people are trying to track.
✅ Audit Regularly
Review your custom fields every 6–12 months.
If it’s unused, redundant, or unclear — deactivate or delete it.
Otherwise, it becomes digital clutter that no one can trust.
6️⃣ The Cultural Lesson
Let’s be honest: logistics moves fast.
Speed is part of the DNA — book the shipment, move the cargo, deliver to the customer, repeat.
That go… go… go rhythm is what keeps freight flowing.
But that same urgency can easily turn into reactivity.
When the day-to-day feels like constant triage, it’s tempting to grab the fastest solution — like adding a field — just to keep things moving.
We have to pause, breathe, and make sure every system change is intentional.
Otherwise, those quick fixes snowball into confusion, redundancy, and rework.
Speed is important. But controlled speed — guided by governance and structure — is what creates true efficiency.
Final Thought
The next time someone says,
“Can we just add a field?”
pause.
Because what sounds like a system tweak might actually be the start of a data governance problem.
In CargoWise, and in any system, simplicity is strength.
Structure beats flexibility.
And every new field should earn its place.
Ready to Clean Up Your Configuration?
If your system feels cluttered or your reports never seem to match, engage ALL2S Consulting LLC —
I can help you design data governance frameworks that balance flexibility with control.
Or start with my Data Health Audit Checklist ☕ on my Buy Me a Coffee page —
it’ll help you see where your structure might already be overloaded.
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