How can I make the metadata fields conditionally required? Also I need the message box if it is required for particular user.
Hey Ashish,
As Ben said, Field and Template Access rights can prove very useful for cases where you'd like to change the metadata based on which user is logged in. There's a few additional things I'd like to point out:
1) You cannot make a field conditionally required. You have a few options such as creating two separate fields; one required, one not. You may also want to rethink the field from a process-level. In other words, is the field really "required" if its conditionally required? Another option is to set up a workflow to send an email when a document is imported without the field value or when the field's value is removed. More information about the process may help in determining the best workaround.
2) If you use metadata security to hide a required field from the user importing the document, they will receive an error and not be able to import it because the required field is empty.
If you need more help, just let us know some more background information and we'll take another look. Good luck!
Document or user-level metadata security would be fantastic!
Hi Rob,
I wasn't very clear in my comment. Through the template and field security, an administrator can set user/group/role based security for templates. However there are some processes that would benefit from being able to change an operative's access to different fields throughout the process. If fields-level security could be changed on a per document basis, this would be achievable.
Also, having a field compulsory for one group (or person) and not another would save having to create multiple fields in some cases. I believe this is what Ashish is asking about.
Ashish hasn't specified the reason for his requirement. In my case, the reason for the request to control what fields are accessible to a particular person at different stages in a process.
It's a major change to the security model and not something I'd expect to see quickly, for sure, however it would be useful.
-Ben
I can see a use-case for this: If field # 1 has a specific value, then field #2 is required, but otherwise it is optional. For example Marital Status of married would require a spouse name, while a status of Single would not require a spouse name. If the field has to be required, you could allow entry of "n/a".
Thanks for the suggestions.
My requirement is:
if Scanner operator is scanning the documents, it does not have to enter the metadata values but further the reviewer will not go ahead without entering the value of the field, it can be dependent as Lynn explained in the use-case but what if, if I have only two values in my dropdownlist and one is already selected as default value, in any case or with any value I need field 1 is required for particular user.
same way field 2 is required for QA and field 3 is required for Final Approver. It is as per stage.
If I will put required from the beginning then even with the hidden fields it will give me an error.
I hope now I made it more clear.
Hello,
I'm revisiting a question from 9 years ago when Laserfiche mentioned that it wasn't possible to make a field mandatory based on the content of a previous field in a document import template. I was wondering if there have been any updates or changes since then, and if it's now possible to achieve this functionality within Laserfiche.
If it is possible, I would greatly appreciate any guidance or documentation on how to implement this feature. Your assistance would be invaluable.
Thank you in advance for your help!
Christophe
HI Christophe,
Can you implement a solution using forms? Either as a custom tab (in Web Client) or by moving the entire process to forms? That would allow you to fully control the user experience.
-Ben
Hi Ben,
Thank you for your valuable suggestion. I appreciate your input.
While using forms may indeed offer more control over the user experience, I'm not entirely sure if it would enable us to handle bulk document imports with an automatic progression through import forms. This is a specific requirement we have for our workflow. I'll explore the option further to see if it aligns with our needs.
I would love to hear more about your thoughts on how we might achieve this, or if you have any other ideas on how to streamline the bulk import process. Your insights are always helpful.
Once again, thank you for your idea and assistance !
Christophe
Hi Christophe
For "bulk" do you mean you want to be able to select multiple documents and update the metadata for all at the same time? If so, are you open to other methods? Why kind of task needs to be conducted in a bulk scenario? Although a field cannot be conditionally required, can you use a series of Dynamic Fields to simulate conditional fields?
Also, can you describe the business requirement in detail?
With more information, perhaps a different process could be considered.
-Ben
Hi Ben,
Actually, I meant that when you select multiple documents from your computer and want to import them, the system will automatically guide you through the import form for each document and also enable a preview of it. Unfortunately, going through a custom form may not provide these capabilities. However, I still think it is an interesting solution to offer to some users when they need to import individual documents from time to time.
A process where people index multiple documents on import encourages them to index. A process where people can just import multiple documents with having to index right away, encourages them to import. What if you just let everyone import into a "to be processed" folder, without requiring any up-front indexing. The contents of that folder would be available to anyone to index. The documents would be avaiulable if the importer went on leave, too.
For your process, it it sounds like the "import" stage is bulk but not the indexing stage. So once imported, you could use Web Client with a custom Forms tab.
I guess you;ve thought of this already, so what was the reason against it?
Hi,
we confirm the ongoing need for this functionality, particularly in cases where the importation of a document varies based on its classification. For example, for documents classified as "lease agreements," we need to collect additional information such as an administrative registration number. This requirement doesn't apply to documents of other classifications, like "energy performance certificates."
To provide a seamless user experience, we aim to avoid prompting users to choose between multiple metadata cards based on document classification or to request input for missing fields after the fact through a notification-triggered workflow. Instead, we believe that enabling conditional field requirements directly within the import template would greatly enhance the import operation efficiency. also, it's important to say that we have to enable one to import many documents at the same time. so just one drag and drop and the import process should prompt the user with the import form automatically for each and every document.
If anyone could guide us on the best way to address this need within the current system that we are using (LF Cloud), it would be invaluable. :-)