Adjust Mandatory Fields - Advanced Configurations
NEXGEN users with access to the Lookups module can adjust mandatory fields. It is important to note that while any user with the Lookups permission can make these changes, the mandatory fields that are enabled will apply to all NEXGEN users for your organization. NEXGEN System Administrators should consider giving Lookups permission to a select number of users.
What to Consider Before Making a Field Mandatory
While some users may be tempted to mark many fields mandatory in their system, there are some items to consider before making a field mandatory. Some questions to ask yourself include:
- Will all users be able to fill in the field with data?
- Will all users know the information needed before saving the record?
- Is the field relevant to all team members?
- Will making this field mandatory affect users in other domains? (only if your site has multiple domains)
- What records/modules do I need the field to be mandatory for?
Before making a field mandatory, users are encouraged to talk to team members across their organization and determine if making fields mandatory will affect different workflows. Standard NEXGEN fields that are made mandatory will need to have a value entered before any record can be saved. Users will be prevented from saving the record if the field is not populated.
How to Mark a Field as Mandatory/Not Mandatory
To mark a field as mandatory, users must have at least the following "Lookup Tables" permissions: View and Modify. Once the proper permissions have been enabled, users can follow the steps below:
- Navigate to the Lookups module.
- From your dashboard click Settings > Setup > Lookups.
- Using the left sidebar, expand the "Label Captions" section by clicking on the small arrow next to the text.
- If your left sidebar is not visible click the 3 lines on the top left corner of your screen.
- Click on "Entity Caption" to view all the configurable captions in NEXGEN.
- Using the "Column Name", "Module", and "Caption" funnels search for the field you would like to make mandatory
- Column Name - Represents the backend name of a NEXGEN field used across data tables. The backend name will provide more clarity on what field an Entity Caption represents.
- Module - Identifies the module where the field will be made mandatory. Ensure you are viewing the field for the correct module.
- Caption - The name of the field that is visible to end users.
- Once you find the field you would like to mark mandatory, click the dropdown arrow at the end of the caption row and click "Edit".
- Check off or uncheck the "Required" box that appears in the pop-up window and click "Save". If you'd like, you can add a "Required Message" that will display when users forget to populate the field.
- Your field will now be required/not required when users create records that contain that field. Make sure to repeat this process for fields that you would like to be marked/unmarked as required across your site. For example, if you would like the "Department" field to be mandatory for Work Orders and Service Requests, you will need to repeat this process for the Department Work Order entity caption and the Service Request Department entity caption.
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