Introduction
In ProdSys, the "Activity User Required Fields" setting allows administrators to define which fields must be filled out when creating or updating activities for specific activity types, such as meetings, phone calls, or follow-ups. By setting required fields, you can ensure that critical information is always captured for each type of activity, ensuring consistency and completeness in data entry. This article explains how to set up and manage user-required fields in ProdSys for various activity types.
Purpose of Activity User Required Fields
The main purpose of setting required fields for activities is to enforce the completion of important fields when users create or edit activities. This helps ensure that all relevant information is gathered and prevents incomplete entries that could lead to confusion or missing data in reporting and project tracking.
How to Access the Activity User Required Fields
Login: Begin by logging into your ProdSys account using your credentials.
Navigate to Settings: From the main menu, go to
System > Settings > Activity User Required Fields.
This will display a list of fields that are currently required for various activity types in the system.
Link to setting
Key Features of the Activity User Required Fields Page
Field: This column shows the name of the field that is being marked as required, such as
StartDate,AssignedToId, orClientId.Activity Type: Specifies which activity type this required field applies to. For example, a field may be required for all meetings, phone calls, or other activity types.
How to Set Up a Required Field for an Activity Type
Click the "+" Button: To add a new required field for an activity type, click the "+" button at the top-left of the page.
Select Field and Activity Type:
Field: From the dropdown, select the field that you want to mark as required (e.g., StartDate, EndDate, ClientId).
Activity Type: Select the relevant activity type from the dropdown list (e.g., Meeting, Phone, Documentation).
Save the Changes: After selecting the field and activity type, click the Save button to apply the new required field.
Best Practices for Managing Required Fields
Choose Critical Fields: Only make fields required if they are truly necessary for the activity type to function correctly. Avoid overwhelming users with too many required fields, which can lead to frustration.
Regularly Review Fields: As your organization’s processes evolve, regularly review and update the required fields to ensure they continue to meet your business needs.
Tailor to Activity Types: Customize required fields based on the activity type. For instance, meetings may require different fields than documentation or sales calls.
Conclusion
The "Activity User Required Fields" feature in ProdSys is a powerful tool for ensuring that important information is always captured when activities are created or updated. By setting the appropriate required fields for each activity type, businesses can improve data quality, streamline processes, and prevent incomplete entries. Make sure to regularly review your required fields settings to ensure they align with your organization’s changing needs.