Validations for the Permit Type Custom Data Fields

Validations for the Permit Type Custom Data Fields

Purpose Statement

This feature provides backend validations that protect the integrity of Fee Schedule configurations by preventing modifications to Custom Data Fields that are actively used as criteria in Fee Schedule items. This ensures that existing fee calculations remain accurate and prevents system errors that could occur from changing or deleting fields that are referenced in fee structures.

Background Information

When Permit Type Custom Data Fields are integrated with Fee Schedules as criteria, these fields become critical components of the fee calculation system. Any modifications to these fields could break existing fee calculations, create inconsistencies in billing, or cause system errors. The validation system automatically detects when Custom Data Fields are being used in Fee Schedule criteria and prevents potentially destructive changes while providing clear error messages to guide users.

This feature is particularly important for departments that rely on complex fee structures based on permit characteristics, property details, or other custom criteria captured through these fields.

Required Permissions

  • Permit Management: Required to access and modify Permit Types and Custom Data Fields
  • Fee Schedule Management: Required to view and understand Fee Schedule configurations
  • System Administrator: May be required for advanced troubleshooting or overriding validations when necessary

Video


Step-by-Step Guide


Warning
NOTE: When editing a Permit Type with Custom Data Fields related to a Fee Schedule item, we have added validations on the backend to prevent the following fields from being updated if the Data Field is used as criteria of a Fee Schedule item:
  1. Field Type
  2. Delete
  3. Single or Multi Select answer options


1. Example Custom Data Fields for a Permit Type:





2. Fee Schedule example with Permit Custom Data Fields in Criteria:





3 . Error message if the User tries to update the Field Type:





4 . Error message if the User tries to update the Answer Option in a Single or Multi Select Field Type:





5. Error message if the User tries to delete a Custom Data Field used in the Criteria:


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Best Practices

Configuration Planning

  • Thoroughly plan Custom Data Field structures before implementing Fee Schedules that reference them
  • Document which fields are used in Fee Schedule criteria for future reference
  • Consider the long-term stability of field types and options during initial setup

Change Management

  • Before modifying Custom Data Fields, verify they are not used in active Fee Schedules
  • Create new fields rather than modifying existing ones if changes are needed for fee-related fields
  • Coordinate with billing/finance teams before making any changes to fee-related configurations

System Maintenance

  • Regularly review Fee Schedule criteria to understand field dependencies
  • Maintain documentation of field relationships and dependencies
  • Plan field modifications during maintenance windows when possible

Troubleshooting & FAQs

Q: I need to change a field type that's used in a Fee Schedule. What are my options? A: You'll need to first remove the field from all Fee Schedule criteria, make your changes, then reconfigure the Fee Schedule items. Consider creating a new field instead to avoid disruption.

Q: Can I add new options to a Multi Select field that's used in Fee Schedules? A: In most cases, yes. Adding new options typically doesn't break existing criteria, but removing or modifying existing options will trigger validation errors.

Q: The error message mentions a specific Fee Schedule item. How do I find it? A: Navigate to the Fee Schedule management section and search for the item mentioned in the error message. Review its criteria configuration to understand the field dependency.

Q: What happens if I absolutely need to delete a field that's referenced in Fee Schedules? A: You must first remove the field from all Fee Schedule criteria configurations, then you'll be able to delete the Custom Data Field. This may require updating multiple Fee Schedule items.

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