Ensuring Consistent Data Entry

The Generic Validation form allows you to apply validation to individual fields in each of the modules at system, module or company level. By applying validation, using validation codes, you ensure consistency of data entry by making fields mandatory or restricting what kind of data can be entered into certain fields. Mandatory/advisory flags notify you of any errors that should be corrected before the data is saved.

What do you want to do?

• Add validation flags
• Edit a validation flag
• Add validation codes
• Edit a validation code
• Delete a validation code or flag

Generic Validation Form

See also:

• Mandatory\Advisable Flag Form
• Generic validation Entry Form

To access the Generic Validation Form click System Utilities > MANAGEMENT MENU > Generic validation. It is also available from the CRM System maintenance menu.

Menu Bar and Toolbar:

Menu bar	Toolbar	Action
Exit		Returns you to the System utilities - management menu
Add validation flags		Opens the Mandatory\advisable flag form. This icon is only available after a field has been selected from the field details tree.
Add validation code		Opens the Generic validation entry form. This icon is only available after a field has been selected from the field details tree.
Edit this line		Only available if generic validation has been created for the selected field. This option opens the Mandatory\advisable flag form.
Delete this line		Only available if generic validation has been created for the selected field. This option removes current field validation
Adhoc		Closes the Generic Validation form and opens the Autoline adhoc enquiries form.

Field Details Tree

The Field details tree enables you to select the fields, by module, that you want to add validation to. Using standard tree functionality, each module can be expanded to display a list of tables and the relevant table can be expanded to display the fields that can be selected for validation.

Tip: Modules, tables and fields that already have set validation appear in bold on the tree.

Note: The number of fields you can add validation to is restricted. Only the fields to which validation can be added are shown in the tree. The only exception is when the Generic Validation Form is opened in CRM and the tickbox, Show only fields which can be coded, is available. If unticked, all fields in the selected CRM table are available for addition of validation.

Validation Grid

The Validation grid shows the details of the validation which has been applied to the fields.

It is divided into four columns:

• Module: The two character module identifier. All is displayed in this column if the same validation is applied across all companies for the module .
• Company: The company number for which the validation has been applied. All is displayed in this column if the same validation is applied across all companies for the module.
• Code: The validation code that has been set for the field. Only displays a code when a code has been set using the add validation code option.
• Description: A description of the validation level applied or the validation code added.

Note: Companies that have no validation applied do not show in the grid.

Mandatory\Advisable Flag Form

The Mandatory\Advisable flag form is displayed when you select the Add validation flags option from the toolbar or menu bar in the Generic Validation Form.

Apply to modules/companies

The tree illustrates what validation is currently applied according to the icons in the legend. Expand the tree to view the next level. Validation can be amended by clicking on the icon. Each time you click, the validation icon changes to the next icon in the legend.

Note: These selections define the modules and companies where the validation is applied.

Where changes have been made, a folder icon is displayed.

Legend:

This is purely a key to the icons that describe the current validation level displayed on the tree.

Note: Clicking icons in the legend has no effect.

The validation levels are:

• Indicates the field has been set to mandatory
• Indicates a field is set to advisable
• (empty box) indicates no validation has been applied.

Buttons:

OK: Confirms any amendments to the validation and closes the form.

Cancel: Ignores any amendments and closes the form.

Adding or Editing Validation Flags

To add validation flags:

1. From the Field details tree select:
   • the module
   • the file
   • the field

   The Add validation flags icon is made available on the toolbar.

2. Click the Add validation flags icon.

The Mandatory/Advisable form is displayed.

3. In the Apply to modules/companies tree click the grapic icon to select the type of flag you require (according to the legend on the same form).

Your required validation flag is set. The result is displayed in the Validation grid.

To edit a validation flag:

1. Click the line in the Validation grid for the validation that you want to edit.

The Edit this line toolbar icon is made available.

2. Select the Edit this line toolbar icon.

The Mandatory/Advisable Flag Form is displayed.

3. Make your amendments by clicking the icon in the Apply to modules/companies tree.
4. Click OK to save your amendments.

Generic Validation Entry Form

The generic validation entry form enables you to add validation codes to fields. Validation codes restrict the information that can be entered into a field and should therefore be used with care.

Fields

Module: Two character identifier for the module where the field resides. This is a read only field.

File: Five character code which identifies the table that contains the selected field. This is a read only field.

Field: System name for the field selected. This is a read only field.

Lookup code: The code to be used for validation. This can be up to eight characters

Description: Description of the validation code.

Buttons:

OK: Only enabled when data has been entered into the Lookup code field. On selection the amendments are saved and the form closed.

Close: Cancels any changes and closes the form.

Adding or Editing Validation Codes

To add validation codes:

1. From the Field details tree select:
   • the module
   • the file
   • the field

   The Add validation code icon is made available on the toolbar.

2. Click the Add validation code icon.

The Generic Validation Entry form is displayed.

3. Type a Lookup code and Description and click OK.

Your required code is set. The result is displayed in the Validation grid.

To edit a validation code:

1. Click the line in the Validation grid for the validation that you want to edit.

The Edit this line toolbar icon is made available.

2. Select the Edit this line toolbar icon.

   The Generic Validation Form is displayed.

3. Make your amendments and press TAB on the keyboard.

The OK button is made available.

4. Click OK to save your amendments.

Deleting Validation Codes or Flags

To delete a validation code or flag:

1. Click the line in the Validation grid for the field from which you want to remove validation.

The Delete this line toolbar icon is made available.

2. Select the delete this line toolbar icon.

The About to Delete dialogue box is displayed.

3. Click OK if you are sure.

Validation is removed for this field.