System and User Defined Fields (SDFs and UDFs): Validations

System and User Defined Fields in New and Edit wizards (Company, Individual, Other Entity, and Incorporation, Addresses) can be individually selected and marked as mandatory.

Mandatory fields are identified by a red asterisk located on the left-hand side of the field. Empty mandatory fields will be highlighted in red if a user attempts to bypass required data entry, preventing the saving of any changes or progression through a wizard. The validation ensures that data integrity is improved by empowering Administrative users to require that specified fields be completed.

Enable mandatory System and User Defined Fields

The validation of mandatory fields is enforced by default and is determined by the Ensure mandatory fields are entered (where applicable) setting in System Tools (System Tools > System Options > Misc.).

If the related checkbox is unselected, the validation is not enforced and all System and User Defined Fields are marked as mandatory.

If the related checkbox is selected, the validation is enforced across all System and User Defined Fields marked as mandatory.

Mark a field as mandatory

To mark a specific field as mandatory:

• Navigate to: System Tools > User Defined Fields.

The User Defined Fields - All People screen displays.

• Select the relevant category for the field by selecting the relevant tab (All People, Companies Only, Incorporations Only, Individuals Only, Other Entities Only).

The User Defined Fields – Companies screen displays.

• Locate the REGNO/Company Number entry in the list of fields and select the related Open (Folder) icon.

The User Defined Field wizard opens, displaying a summary of the selected field's details.

• Select the Mandatory checkbox, then select Finish.

The wizard closes.

A mandatory validation is enabled for the REGNO (Business Number) field.

• Navigate to: All Searches > Companies > Wizards > New Company > Statutory Details.

The Company Number field is now flagged with a red asterisk located to the left-hand side.

If a mandatory field is left empty, selecting Next will automatically generate a required field message to display and cause the Next button to be greyed out, preventing progress to the next wizard screen.

Once the required detail is entered into the mandatory field:

The red box is removed from the field.

The Next button is no longer greyed out, allowing the progress through the wizard.

Example UDF (Does the Company have an Audit Committee?/AUDITCOM1).

When a field is marked as mandatory, or as no longer mandatory, the change is recorded in the Audit Trail.