Understanding Case Reference, Data Reference, Embedded Data, and Query Field Types
Hello Pega enthusiasts,
Although I have a general understanding of the field types — Case Reference, Data Reference, Embedded Data, and Query — I would appreciate it if someone could explain each type in detail.
Specifically, I’m interested in learning:
-
What each field type is
-
In which scenarios should each be used
Examples to illustrate their usage would be greatly beneficial.
Thanks in advance for your help
Accepted Solution
Updated: 11 Aug 2025 0:15 EDT
ai4process ltd
GB
pls refer to the below Pega Academy mission-
https://academy.pega.com/topic/data-relationships/v2?
from the article-
| Data relationship field type | Data source | Use case |
|---|---|---|
| Embedded data | User-supplied data such as a name and address sourced from inside a case type. | A company needs to capture shipping addresses. |
| Query | A data page or view that is not sourced from inside the case type. The data page defines parameters that the Query data relationship is configured to use. | An application needs to update the current weather. |
| Case reference | Single or multiple records from a selected case type. | A user selects from a list of service cases from the Service Case type. |
| Data reference |
Single or multiple records from a selected data page. |
A user selects from a list of products to order. |
Embedded Data -->
-
Embeds the structure and values of a data type directly within the case.
-
The data is stored as part of the case itself.
pls refer to the below Pega Academy mission-
https://academy.pega.com/topic/data-relationships/v2?
from the article-
| Data relationship field type | Data source | Use case |
|---|---|---|
| Embedded data | User-supplied data such as a name and address sourced from inside a case type. | A company needs to capture shipping addresses. |
| Query | A data page or view that is not sourced from inside the case type. The data page defines parameters that the Query data relationship is configured to use. | An application needs to update the current weather. |
| Case reference | Single or multiple records from a selected case type. | A user selects from a list of service cases from the Service Case type. |
| Data reference |
Single or multiple records from a selected data page. |
A user selects from a list of products to order. |
Embedded Data -->
-
Embeds the structure and values of a data type directly within the case.
-
The data is stored as part of the case itself.
-
Use when the data is specific to the case and doesn’t need to be reused elsewhere.
-
Ideal for transient or case-specific data.
Query -->
-
Dynamically retrieves a list of records from a data type based on a query.
-
Results are not stored in the case but fetched when needed.
-
Use when you need to display or interact with filtered data sets.
-
Great for search, selection, or reporting interfaces.
Case Reference -->
-
A field type that links to another case type.
-
It stores the case ID of the referenced case.
-
Use when you need to associate or track a related case without embedding its data.
-
Ideal for parent-child case relationships or cross-case dependencies.
Data Reference -->
-
Points to a reusable data type (e.g., Customer, Product).
-
Stores a reference to a record in a data type, typically via a unique key.
-
Use when you want to reuse existing data without duplicating it.
-
Best for master data like customer profiles, product catalogs, etc.
Evonsys
NL
Thank you @RaviChandra
Cognizant Technology Solutions
SE
@RaviChandra On the same topic, I feel that Data Reference and Query does almost similar job. Can you please explain me the difference between them and give one scenario where we use Data Reference and can't use Query there and vice-versa. Thank you
ai4process ltd
GB
Data reference links to a specific Data type and retrieves a single record or a list of records. --> Implies the selection is a static reference and can be used to store information onto the case/ data type.
e.g.: Selecting a list of products/ customers from a Customer/ Product list
Query will retrieve the filtered list of records from the data source. --> Implies you cannot store the data using a query field byt can dynamically fetch the data when needed to display based on parameters.
e.g.: displaying a filtered list of available apointments for a current customer
Cognizant Technology Solutions
SE
@RaviChandra Thank you for explaining. It's very clear now :)