Screen Management allows you to perform the following customizations on data-entry fields that are part of Company/ Business Entity, Non-Affiliate, Person, Task, Document, Lookup Lists, and other parts of your corporate records.
Re-order the position of data-entry fields on screens*
Designate data-entry fields as Mandatory on screens*
Add Custom data-entry fields to screens
Add rules linking primary and secondary custom fields such that the value(s) in the secondary field is dependent on the value in the primary field
Note: * Conditional upon having a full license to use the system's Screen Management Module
** Conditional upon having a license to use the system's Language Manager Module
Re-ordering Data-Entry Fields
To re-order the position of fields that appear on data-entry screens/sections, do the following:
Navigate to Admin > GEMS Administration > Screen Management.
All the entity types within GEMS whose screens you can work with are displayed in the Screen Management menu on the left. All the screens relating to the selected entity type are displayed in the bottom menu on the left.
Select the entity whose screen you wish to work on and then expand the bottom menu items to find the screen itself. In this case, we will look at the Company Basics screen.
Click on the Edit button.
Select the radio button next to the field you want to reposition. (e.g., Reference ID ).
You can use the toolbar at the top of the screen to move the field to the position you want it to be displayed on the screen. Use the toolbar as follows:
To move the field up or down, click the up or down buttons.
To move a menu item to the top or the bottom of the screen, click the top or bottom menu button.
You can see that each field has a position number next to it. To move a menu item to a specific position in the menu, enter the position number in the text box and click the move/button.
Once you are happy with the position of the fields on the screen, click the Save button. All screens of that type for that entity type will now show the new field positions.
If you want to return the fields to their default positions, select ‘Reset Row Positions’ from the dropdown menu and click the Go button.
Making a Field Mandatory
By making a field mandatory you force users to fill out the field before the record can be saved. To create a mandatory field, do the following:
Navigate to Admin > GEMS Administration > Screen Management.
Select the entity whose screen you wish to work on and then expand the bottom menu items to find the screen itself. In this case, we will look at the Company Basics screen.
Click on the Edit button.
Select the checkbox next to the field you want to make mandatory. Clear the checkbox if you want to make a field optional. In this example, the fields Short Name and Effective From have been selected.
Please note: Fields that are mandatory by default have the word ‘Mandatory’ in red next to them and cannot be made optional. For example, ‘Legal Name’ on the Company Basics screen will always be mandatory.
Click the Save button. In this example, the fields Short Name and Effective From are now marked as ‘User Defined Mandatory Fields’.
Please note: Data entry fields of the checkbox type (for example, the Confirmed checkbox field) should never be marked as mandatory.
Please note: If a custom field, whose access level is set to Browse, is also made mandatory, a user with Browse access:
Will be able to populate the field if the field is set to mandatory on the custom screen. These permit Browse users to populate it even if the field access level is ‘Browse’.
Will NOT be able to populate the field if the field is made mandatory using the custom rule (see ‘Enforce Mandatory Fields on Custom Screens’). In this case, the field will be saved without a value despite being mandatory.
Editing Screen Field Names
To edit screen field labels, do the following:
Create a custom language and set it as your default language. See the Language Manager Tutorial for details on how to do this.
Navigate to Admin > GEMS Administration > Screen Management.
Select the entity whose screen you wish to work on and then expand the bottom menu items to find the screen itself. In this case, we will look at the Company Basics screen.
Click on the Edit button. You can see that all the Field names have become editable.
Make any changes to the field labels and click the Save button. Depending on the field label modified, you may see a pop-up advising that other screens will be affected.