Mandatory and Read Only Fields
You must enter data into mandatory fields or use the mandatory buttons in a HIFIS screen to save the record. These fields and buttons are highlighted in red. The opposite of mandatory fields are read-only fields. You cannot enter data into a read-only field. In every screen in HIFIS, there is at least one Mandatory field that cannot be changed. These fields are called system mandatories and are mandatory for one of two reasons:
- The information is required by the Homelessness Partnering Secretariat, for example, aboriginal status.
- The information is needed so the record makes sense. For example, you cannot book a client into a shelter without assigning them to a bed.
Why make fields mandatory?
As an administrator, you may wish to make certain fields mandatory for operational purposes, community purposes or because you have to collect this information for your funders.
The community that the House of Hope serves has been discussing ways to improve services for homeless individuals and families. They began by mapping all services. Service providers can use the map when referring clients to other services. The service providers have agreed to start tracking where their clients are coming from and where they are referred. The Executive Director asks Louise what she can do to support these efforts. Louise recommends capturing the information through HIFIS and sharing the Age and Gender Statistics report with the community on a monthly basis. To ensure that this information is collected, Louise decides to make the Referred From and Referred To fields mandatory, both in Reception and Goods and Services.
Why make fields read-only?
An administrator may choose to make fields read-only because he/she does not want information to be added to this field. For example, you determined that there is a field in the client screen that you do not need filled out, such as Physical Attributes –Distinguishing Features. You could make this field read-only so your employees will not enter non-required information into them.
Step by Step: Setting Mandatory and Read Only Fields
- From the Administration menu, select Mandatory Fields.
- The Mandatory/Read-Only Access screen will appear.
- Use the Mandatory/Read-Only Tree View on the left-hand side of the screen to access the fields which will become Mandatory or Read-Only. For information about how to use Tree View, please see User Rights in the previous module.
- Once the screen has been selected, use the button under the Mandatory column to make the Field Mandatory. Use the button under the Read-Only column to make the Field Read-Only.
- Select the Save button.
- Save button
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