Native workflows can only help users interact with the Items Sublist on transactions. However, there is often times a need to manipulate other sublists like the Expenses sublist on Purchase Orders, Vendor Bills or Expense Reports. With our enhanced workflow actionsyou can make transaction column fields mandatory on ANY sublist,
To utilize the MGBC Set Field Mandatory (any sublist) custom action you just need to gather a few parameters from the record you are manipulating with your workflow. You will need to now the following information:
- The internal id of the field you would like to set as mandatory
- The internal id of the sublist your field is contained in
To find these values it is recommended to use the Records Catalog under Setup > Records Catalog. Here you can find the internal id's for all record types and many other elements on those records.
You can also find other tips on finding the required internal IDs of objects in your environment in our Knowledge Base.
- One client we worked with had trouble with the department field not being set properly on Journal Entries by bookkeepers on their accounting team. It was easy to overlook so they needed to set it as mandatory so it could not be forgotten. However, they did not want this restriction on other users such as the CFO or Controller.
- To do this we created a new workflow and set it to the Transaction record type and Journal subtype.
- Next open up the state in your workflow and click the New Action button
- Choose the MGBC Set Field Mandatory action from the list.
- Set the Trigger to Before Record Load.
It is recommend you always use Before Record Load with this custom action.
- In the parameters section we will enter department as the Field ID (which is the internal id of the Department field) and line as the sublist because the Journal Entry contains the Lines sublist.
- We will also add a condition of User Role = Bookeeper so this field is only mandatory when the user is logged in under the Bookeeper role.
- Now when we go to enter a Journal Entry under the Bookeeper role you can see the Department column is flagged as mandatory.
This action can provide much needed regulation of how data is entered and managed within the system so your financial reports always contain the correct information. And you can see that with a few simple steps this control is easily available and completely configurable to your business requirements.