Who is this article for?

Site Administrators who are requesting Customer Fields.

Site Admin permissions are required.

Mandatory fields are designed to provide the ability to collect necessary data against customer fields, and go beyond what's been provided in the base application. This article will provide you with information you need to use mandatory customer fields on your site.

1. What are Mandatory Fields?

Mandatory fields allows you to enforce data entry for a collection of standard and customer fields. It also slightly changes the workflow when creating these items to enforce the data collection- until all required fields have been entered Users on the site will not be able to access the item notebook. 

2. What do Mandatory Fields look like in the application?

Due to the change in the creation process, having mandatory fields can make the app look significantly different to the standard workflow.

2.1. Actions

For Actions the default mandatory fields are:

• Title
• Due Date
• Also Visible To
• Administered by
• Any Customer Fields set to Mandatory

1. When creating a new Action, users will be shown a different New Action model:

2. The mandatory fields are outlined in red. Once these fields have been filled in, select Save & Close. Users will be directed to a secondary page where they'll be required to fill in the other mandatory fields:

3. Once all fields are complete the banner will contain a Save button.

2.2. Feedback

For Feedback the mandatory fields are:

• Any Customer Fields set to Mandatory for a specific stage.

1. When creating a new Feedback Item, users will be shown the standard New Feedback model.
2. Once they have completed the creation steps, click Finish & Save, and they will be redirected to the newly created feedback item page.

3. Next, users must provide values for mandatory fields before this item can be escalated or closed.
4. Mandatory fields will state is a value is required.
5. If users click Escalate or Close before completing the mandatory fields, those fields will pop up prompting users to enter a value before progressing.

2.3. Internal controls and scored internal controls

For Internal Controls the mandatory fields are:

• Title
• Description
• Also Visible to
• Owned by
• Any Customer Fields set to Mandatory

1. When creating a new Internal Control, users will be shown a different New Internal Control model:

2. The mandatory fields are outlined in red.
3. Once these fields have been filled in, select  Save & Close. Users will be directed to a secondary page where they'll be required to fill in the other mandatory fields. 

4. Once all fields are complete the banner will contain a Save button.

2.4. Risks

For Risks the mandatory fields are:

• Code/Code Format (if used)
• Title
• Description
• Original Assessment
• Current Assessment
• Target Assessment
• Administered By
• Also visible to
• Any Customer Fields set to Mandatory

1. When creating a new Risk, users will be shown a different New Risk model:

2. The mandatory fields are outlined in red.
3. Once these fields have been filled in, select Save & Close. Users will be directed to a secondary page where they'll be required to fill in the other mandatory fields. This page is split into two tabs.  

4. Assessments allows them to fill in the mandatory assessments.

5. More allows them to fill in the mandatory ownerships and any customer fields.
6. Once all fields are complete the banner will contain a Save button.

3. Configuring mandatory customer fields

3.1. Feedback

Mandatory Customer Fields for the Feedback module are the only ones that you can set yourself, providing you have Site Admin permissions. Steps to do this: 

1. Download and log into the Classic Version of the application.
2. Click the Feedback Topic.
3. Click Feedback Type.
4. Select the Feedback Type in which you would like to add the mandatory fields too. 
5. Expand the Stages section.
6. Select the Stage option in which you would like to add the mandatory fields too.
7. Expand the Mandatory Fields section. 
8. Click Add/Remove.
9. This model will allow you to add or remove existing customer fields to this stage by using the left and right arrows in the console.

10. Fields that are specific to other Feedback Types can't be added here. 
11. Click OK.
12. Click Save.

3.2. Actions, internal controls, scored internal controls and risks

To enable Mandatory Customer Fields for the following module: 

• Actions
• Internal Controls and Scored Internal Controls
• Risks

As you would for Customer Field requests, you will need to raise a request to our Support Team to action this on your behalf. Clearly state which fields need to be made mandatory, and if a new field needs to be created please following the guidelines in article Using Customer Fields on your site.

4. Additional/mandatory fields panel

The Additional Fields panel is the default panel where Customer Fields will be located if not added to a specific custom group/panel. 

When the Mandatory feature is enabled on a module, the system is designed to convert the Additional Fields Panel to the Mandatory Fields panel instead.

However, this means that any non-mandatory fields added to this option will no longer be editable. Non-mandatory fields will need to either be made mandatory or moved into a custom group (or panel) for them to then be in an editable state.

All mandatory fields added to the module type will accumulate in this mandatory fields panel to make it easier for end users to edit mandatory fields from one place.

The fields will still appear and be editable from their original panels.

5. Further reading

• Using Customer Fields on your site
• Adding and editing Dropdown Lists on your site