From time-to-time you may want to make a field mandatory, so that users are forced to enter the details for the field when completing a record. Typical examples are things such as a ROLE code on a candidate, or perhaps an email address.

Contents 

TABLE OF CONTENTS

• Overview
• 1) Make a field Mandatory based on Priority
• 2) Make a field Mandatory based on User List (UAC)

Overview

From time to time, you may want to make fields MANDATORY so that users are forced to complete a field, and cannot edit/amend or save a record without completing the field.

Mandatory fields will be indicated in ‘Pink’ in the system.  As an example you might make mobile mandatory.

1) Make a field Mandatory based on Priority

It is possible to make a field mandatory based on the priority level of the user. Any user that is equal to or below the specified level will be forced to complete the field. This is based on amending the field in the the Data Dictionary which holds the field definitions for each table in the system.

Step 1:

Login as a high priority UserID (e.g. ADM)

Go to Maintenance > Database management > Table Maintenance.
Once the option opens, expand the Contact Management Section

Step 2:

Find the relevant table for the field you wish to make Mandatory (e.g.  Candidates, Contacts, Contact Management Sites, Vacancies, etc.) Select the table and double-click it to open the dictionary or this file.

Scroll down and find the field you wish to make mandatory. Double-click to open the field.
At the left hand side, set the “Mandatory” item to the relevant priority level, e.g. 90 (or 99 if you want to make it mandatory for ‘ADM’ user too!)

Once done click [OK] to save your changes, and then exit all the way out of the options.

From that point on, users with a priority level equal to or lower than that specified will be forced to enter the field, as it is now mandatory.

 NOTE >>> The changes will not take effect for users until AFTER they have logged OUT/IN again from the database.

2) Make a field Mandatory based on User List (UAC)

As an alternative to the above, where a field is mandatory for all users above a certain priority level, it is possible to setup a User Access Contol (UAC) and have a specified list of users for who the field is mandatory.  This option give slightly more control over exactly who must complete the field.

e.g. You may have a user who is a low priority userID, but who should be able to skip past the field without it being mandatory. In this case a UAC will allow you to setup the user so the field is not mandatory for them, but is for others.

Essentially the process is

1. Login as a high level user (e.g. ADM)

2. Go to Maintenance > Setup > UAC Definitions

3. Create a UAC definition for the field you want to enforce (e.g. Candidate date of birth would be ENID_DOB )

4. Having added the defintion, go to Maintenance > Setup > UAC Definitions. Select the definition you created and then specify Users/Departments and their access level. 

For more information about using a UAC to control field visibility

See our support article about User Access control (UAC) - Click HERE