Mandatory fields#
To facilitate the setup of base and document data, you can specify fields that need to or might need to be filled in, or will be automatically, when you create or modify information in the app.
You can have the system check field completion on the following records and documents:
Master records
- Quick contact capture
- Contacts
- Customers
- Vendors
- Items
- Resources
- Serial number information cards
- Machine centers
- Work centers
Documents based on tables
- 36 (Sales Header) and 37 (Sales Line)
- 38 (Purchase Header) and 39 (Purchase Line)
- 7316 (Warehouse Receipt Header) and 7317 (Warehouse Receipt Line)
- 7320 (Warehouse Shipment Header) and 7321 (Warehouse Shipment Line)
- 5900 (Service Header), 5901 (Service Item Line), and 5902 (Service Line) if the document type is set to Quote or Order
- 5049203 (Dispatch Header) and 5049204 (Dispatch Line)
- 5488139 (Purchase Request) and 5488136 (Purchase Request Line)
Note
The Purchase Request functionality requires a separate license (see KUMAVISION Module Setup). - Table 5488142 (Action) – for actions
Note
The Complaint Management functionality requires a separate license (see KUMAVISION Module Setup).
A check is run when you choose End Update on a master record or Release on a document (for example, to post a shipment).
After all required fields have been filled in, the record is set to Updated or the document released for processing and you can no longer change values on either (although you can still edit some related records, such as comments).
Note
On service orders, the check is performed when you choose Release to Ship.
On purchase requests, you need to use the Send action instead.
For actions, the check is run by choosing Finish on the ribbon.
Setup#
Configure checks#
To specify how and where the system will check for mandatory fields:
- Choose the Search icon, enter KUMAVISION medtec365 Setup, and then choose the related link.
- On the Field Checks FastTab, fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Check Quick Capture | Specify whether to turn on and when to run a contact capture check. (blank) The check is deactivated. On Release The check is run when the contact capture card is released. On Start & Release The check is run when you start quick capture and when the contact capture card is released. |
| Check Contacts | Turn on this toggle to activate the check for contacts. |
| Check Customers | Turn on this toggle to activate the check for customers. |
| Check Vendors | Turn on this toggle to activate the check for vendors. |
| Check Items | Turn on this toggle to activate the check for items. |
| Check Resources | Turn on this toggle to activate the check for resources. |
| Check Serial No. Info | Turn on this toggle to activate the check on serial number cards. |
| Check Sales | Turn on this toggle to activate the check on sales documents. |
| Check Purchases | Turn on this toggle to activate the check on purchase documents. |
| Check Purch. Requests | Turn on this toggle to activate the check on purchase request. |
| Check Dispatch | Turn on this toggle to activate the check on dispatch orders. |
| Check Service | Turn on this toggle to activate the check on service quotes and orders. |
| Check Whse. Receipts | Turn on this toggle to activate the check on warehouse receipt documents. |
| Check Whse. Shipments | Turn on this toggle to activate the check on warehouse shipment documents. |
| Check Machine Centers | Turn on this toggle to activate the check for machine centers. |
| Check Work Centers | Turn on this toggle to activate the check for work centers. |
| Check Actions | Turn on this toggle to activate the check for actions. |
| Wizard Repeats | Specify how often the wizard can be used in a single process run. This means that the system will ask if the wizard should be run when data maintenance has not been completed. Entering 5 in this field, for example, will let a user close the wizard five times. Each time, the system will again ask if editing is to continue. If the wizard is closed for the sixth time, the update status of the relevant record will be set to In Progress, and the user would have to restart the check on the corresponding card (such as on a customer card). Note A 0 in this field means that the wizard will only be opened once, and no further message will be shown. Afterward, the user must run the check manually from the relevant page if certain fields still need to be filled in. |
| Action Repeats | Specify the number of levels on which actions should be carried out. In this context, an action describes the automated filling-in of fields under certain conditions. For example, entering 5 in this field would—after the actions are run the first time—make the system repeat the check another five times or until it determines that no more actions can be carried out (according to the conditions specified). Note What you enter in field has a major impact on the performance of the feature. We therefore recommend that you keep the number of levels on which actions are nested as low as possible. The condition lines should also always provide a way to exit the loop. |
View table checks#
To see what checks have been set up for a table:
- Choose the Search icon, enter medtec365 Mandatory Fields Setup, and then choose the related link.
- Select a table.
- On the ribbon, choose Checks or press Ctrl+P.
Create a check#
To set up a field check:
- Choose the Search icon, enter medtec365 Mandatory Fields Setup, and then choose the related link.
- Select a table, and then choose Checks on the ribbon to open the Mandatory Fields page.
- On the ribbon, choose New and fill in the fields as described in the following tables.
General#
| Field | Description |
|---|---|
| Table ID | Specifies the ID of the table that the check is intended for. This field is filled in automatically. |
| Code | Specifies a unique code to identify the check. This field is also filled in automatically. |
| Description | Here you can describe the purpose of the check. |
| Action | Choose what happens if fields are not filled in. Notify You’ll see a message if the field check fails. Users, however, can still release the document or master record. Cancel In contrast to the previous option, the document or record cannot be released until all mandatory fields are filled in. Prefill Hides the check from users’ view and automatically fills in fields based on specified criteria. |
| Sequence No. | Specify the order that individual checks are performed in and are processed with the help of the wizard. |
| Action Message | Specifies the message that is shown to the user when the field check is processed. |
| Status | Specifies if the check can be used; only checks in the Certified status are. |
| Conditions | Specifies if conditions have been set up for the check. |
| Default Values | Specifies if Prefill option values are available. |
Conditions#
On this FastTab, you can enter the criteria that must be met for the field check to be seen as successful.
| Field | Description |
|---|---|
| Line No. | Shows the number of the condition line. |
| Check Type | Specify whether the field condition represents an IF or AND statement. An IF statement serves as the initial condition to be fulfilled, AND as a supplement. A check is only valid, however, when both the IF condition and the AND statement (or statements) are true. Multiple IF statements can also be grouped under the same check. Each is then treated as an OR statement, that is, to validate the check, at least one condition starting with IF must be true. |
| Source Field | Indicates if the field to be checked originates with a table or the list of additional fields. |
| Field ID | Specify the ID of the field that you want the system to check. Note: Conditions on primary key fields are not supported for technical reasons. |
| Field Name | Shows the name of the field to be checked. |
| Condition Type | Specify the operator that will be used to compare the field value on the record and the value that you entered for the condition. The following operators can be used: =, <>, <, >, <= and >=. Based on the field type, some of them might not be available, however. |
| Condition Value | Specify what the value in the relevant field will be compared against. If this field is blank, the system compares the initial value on the record against the initial value specified for the condition. If the condition field is of type Date or Time, you can also use a formula to query the current time or date. For Date type fields, the options are system date, work date, or another formula-based value in relation to the system date. Example <-10Y>: Returns the work date from 10 years ago. |
| Attached to Line No. | Links one condition to another. This is typically the case with AND statements. |
Note
Conditions should need to be met only in certain situations and not every time that a record is opened. The fewer checks need to be run, the better the performance of the feature.
Default values#
On this FastTab, you can select the field users should be able to edit in the wizard if the action type is Notify or Cancel. With Prefill, you can specify on this tab the fields and values that should automatically be entered on a record without manual intervention.
| Field | Description |
|---|---|
| Line No. | Shows the number of the line where the default value should be entered. |
| Field Source | Specifies if the field to be checked originates with a table or the list of additional fields. |
| Field ID | Specify the ID of the field that you want the system to check. |
| Field Name | Shows the name of the field to be checked. |
| Field Value | Specify the value that the field to be checked should be filled in with. With Notify or Cancel selected as the action type, the value entered here is shown as the default value in the wizard, where it must be confirmed. If you selected Prefill, the value is entered automatically on the record. Note If no value is entered, the field will be empty in the wizard for the Notify and Cancel options. You must then decide what value you want to assign. If the Prefill option is chosen, the field on the record will be emptied. You can also, as on the Conditions FastTab, enter a formula here. |
| Replace Value | Specify if an existing value should be replaced. With this checkbox selected, the field to be checked is shown in the wizard if the action type is Notify or Cancel, even if the field has already been filled in. You must then confirm its value or enter another one. With Prefill, the field value is replaced when you select this checkbox. If the checkbox is not selected and the field has already been filled in, the system will keep the original field value. |
| Check Value | Specify if you want the field to be validated when the wizard is run or when changes are copied back to the related record. |
| Lookup Table ID | Shows the table number entered on the check header. |
| Lookup Field ID | Shows the field ID associated with the line on the tab. |
Certify a check#
To add default values to mandatory field checks, choose Certified on the ribbon.
Note
A check that is certified can no longer be changed. To edit the check again, you need to change the status to Under Review on the ribbon.
Field check wizard#
Run the wizard#
The wizard is run when you choose the End Update action on the ribbon after editing a master record or releasing a document (provided that certified check routines exist and that their conditions apply in this case). On the wizard page, you’ll see the results of the checks that have been run and can correct any field value, if necessary.
The page is divided into two sections:
The Message FastTab lists all check routines of type Notify and Cancel, with the first message that might require a response highlighted in red and italics.
The Field Checks & Values FastTab, on the other hand, lists all fields associated with a certain check routine. To replace what you see in the field currently selected by the program (and, again, highlighted in red and italics), fill in a New Value in the group on the right-hand side of the page.
Navigate entries#
Choose Next Set or Previous Set on the ribbon to navigate to another field or, when the last field that can be edited in relation to a certain message is shown, to call up the fields associated with other messages.
Note
After you fill in the New Value field, the system automatically jumps to the next field (or message).
Enter field values#
The only field that can be edited on the wizard page is New Value.
The Default Value on the right-hand side indicates if you’ve specified a default value for the field currently under review. You can choose Adopt Default to fill in this value in the field instead of entering one manually.
If the field that is under review has already been filled in through some other means, the system shows the current value in the Current Value field. You can choose Adopt Current to keep this value instead of entering another manually.
When a value has been entered, the field is set to Reviewed and can be hidden. The system then automatically moves on to the next field that is shown on the list. If all fields related to a message have been edited, the message is marked as Reviewed too and hidden from the list of checks on the page. Afterward, the system jumps to the next message that is available.
Messages and fields that have already been processed can be reopened for editing by choosing Show Reviewed on the ribbon. To put the view back to open messages only, you need to run the Hide Reviewed action.
Finish editing#
The wizard closes on its own when the results of all checks have been reviewed. To stop processing any time before this, you can choose End Review on the ribbon.
When the wizard is closed, all checks of type Notify and Cancel are run again. If any of them haven’t been reviewed yet, you’ll be asked if you want to edit them.
You can then choose Yes to restart the wizard or No to end processing and see the original master record, with information already entered in the wizard copied to it. If certain reviews are still pending, the Field Check Status is set to Incomplete and the Data Update field on the record remains on In Progress.
If all messages have been reviewed and no further checks of type Notify or Cancel are found when the wizard is closed, the Field Check Status and Data Update fields on the record are set to Completed so that it becomes available for use throughout the system.