Training Setup: Field Management

Training Setup: Field Management

Purpose Statement

The Field Management section within the Training Module Setup allows administrators to customize and control data entry requirements when building courses or training classes. This feature enables departments to enforce consistent data collection by making specific fields mandatory, ensuring comprehensive record-keeping and standardized information capture across all training activities.

Background Information

Field Management provides administrative control over data entry requirements within the training module, allowing departments to customize which fields are mandatory when creating courses or classes. This functionality ensures that critical information is consistently captured during training setup, supporting compliance requirements, reporting accuracy, and standardized documentation practices. By making specific fields required, administrators can enforce departmental policies and ensure that essential training data is never omitted during course or class creation. The system maintains a clear distinction between standard fields and customized required fields, providing flexibility while maintaining data integrity.

Required Permissions

These permissions are located in the Admin Section of Training Permissions:
  1. Manage Custom Fields--Allows User to access the Field Management section of Training Setup.

Videos


Step-by-Step Guide

 Searching and Filtering Field Management

1.  Navigate to Training > Setup > Field Management.





2.  Use the search filter at the top to find previously edited fields then select search:

  1. If the field has been customized, it will appear in the list.
  2. If it hasn’t, the search will return no results.






3.  Click Reset to remove all filters and display all currently customized fields.





 Creating a Custom Required Field

1.  Select the Custom Field Management button.




2.  From the list of available fields (only fields that have not been customized will display), choose the one you want to make required

3.  Select the checkbox labeled Required.

4.  Select Create.





Editing or Deleting a Custom Field

1.  To edit a required field setting:

  1. Click the Pencil icon next to the field and modify the setting as needed.




2.  To delete the customization:

  1. Click the Trash Can icon. The field will revert to its original, non-required status.




 Bulk Deleting Custom Fields

1.  Select the checkbox next to one or more customized fields, then Click the Trash Can icon to delete the selected customizations. All selected fields will return to a non-required state.




Best Practices

Do's

  • Carefully consider which fields should be required based on departmental policies and compliance needs
  • Regularly review your custom field requirements to ensure they remain relevant
  • Use the search function to quickly locate specific fields when managing large lists
  • Test field requirements by creating sample courses or classes to verify functionality
  • Document your field requirement decisions for consistency across administrators

Don'ts

  • Don't make fields required without considering the impact on user workflow
  • Don't delete custom fields without understanding the implications for existing courses and classes
  • Don't customize fields unnecessarily, as this can complicate the course/class creation process
  • Don't ignore the filter reset function when switching between different field searches

Tips & Recommendations

  • Start with essential fields that are critical for compliance or reporting purposes
  • Consider user feedback when determining which fields should be mandatory
  • Use bulk operations when managing multiple field requirements simultaneously
  • Keep the number of required fields reasonable to maintain user efficiency
  • Regularly audit your required fields to ensure they align with current departmental needs
  • Remember that only non-customized fields appear in the selection list when adding new requirements

Troubleshooting & FAQs

Q: Why doesn't a specific field appear in the custom field management list?
A: Only fields that have not already been customized will appear in the selection list. If a field has already been made required, it won't be available for selection again.

Q: What happens when I delete a custom required field?
 A: Deleting a custom field returns it to non-required status, making it optional during course or class creation. The field itself remains available but is no longer mandatory.

Q: Can I make the same field required and optional at the same time?
A: No, fields are either required or optional. If you delete a custom required field, it becomes optional until you recreate the requirement.

Q: How do I know which fields are currently required?
A: All currently required fields appear in the main Field Management list. Use the filter function to search for specific fields or view the complete list.

Q: What types of customization are available beyond making fields required?
A: Currently, the only available customization is making fields required for entry. Additional customization options may be added in future updates.

Q: Can I bulk edit multiple fields to change their required status?
A: The system supports bulk deletion (which makes fields non-required), but bulk editing to make fields required must be done individually through the Custom Field Management process.

Q: Will existing courses and classes be affected by field requirement changes?
A: Field requirements primarily affect new course and class creation. Existing records maintain their current data, but future edits may require completion of newly required fields.

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