Implementing Required Field Validation: Ensuring Data Completeness

Introduction

Incomplete data is one of the most common and costly data quality problems in Microsoft Dynamics 365 Business Central and other business systems. Missing customer addresses delay shipments. Blank GL account codes prevent posting. Missing sales order dates disrupt scheduling. Empty vendor contacts frustrate purchasing teams. The impact ripples through every business process.

The cost of missing required fields:

• Operational delays: Transactions cannot complete, work stops, follow-up required

• Data quality decay: Incomplete records are never fixed, accumulating over time

• Downstream failures: Later processes fail due to missing upstream data

• User frustration: "Why didn't someone tell me this was required?"

• Manual cleanup costs: Database cleanup projects, data quality initiatives

• Compliance risks: Regulatory requirements not met, audit findings

Traditional approaches rely on field properties (Required=Yes in table design), user training ("remember to fill in all fields"), and periodic cleanup. These reactive methods fail because:

• Table-level required fields can't be conditional ("required only if...")

• Users bypass required fields with placeholder data ("N/A", "TBD", "000")

• Cleanup is expensive and never catches up with new problems

Business rules provide intelligent required field enforcement: Conditional requirements based on context, clear error messages explaining why fields are required, validation at the right time in the process, and flexibility to handle exceptions—all while maintaining data integrity.

This comprehensive guide covers required field strategy, implementing basic and conditional requirements, contextual validation patterns, handling temporal requirements, providing helpful error messages, balancing strictness with usability, and practical examples across all business domains.

Understanding Required Field Categories

Always Required (Unconditional)

Fields essential for Business Central system operation:

Characteristics:

• Required in 100% of cases

• No exceptions

• System cannot function without them

• Usually enforced at table level

Conditionally Required (Context-Dependent)

Fields required only in specific situations:

Characteristics:

• Required depends on other field values, transaction type, or business context

• Cannot be enforced at table level (too rigid)

• Perfect use case for business rules

Business Policy Required (Compliance/Best Practice)

Fields required by business policy, not system necessity:

Characteristics:

• Required by company policy, regulation, or best practice

• System could technically function without them

• Missing data causes business problems, not system errors

Workflow-Stage Required (Process-Dependent)

Fields required at specific stages of a process:

Characteristics:

• Requirements change as record progresses through workflow

• Same field optional at one stage, required at another

• Rules trigger based on status/stage transitions

Required Field Validation Strategy

When to Validate

On field entry (immediate):

On record save (before insert):

On status change (workflow transition):

Before posting/release (final validation):

Validation Timing Matrix

Error Message Quality

Poor error message:

Better error message:

Best error message:

"Ship-to Address is required for orders with different ship-to customer.

This order ships to customer [ShipToCustomer] which is different from 
bill-to customer [BillToCustomer]. Complete ship-to address is required 
for shipping and logistics.

Enter:
- Ship-to Address Line 1
- Ship-to City
- Ship-to State/Province
- Ship-to Postal Code

Or change Ship-to Customer to match Bill-to Customer ([BillToCustomer]

Implementation: Basic Required Field Validation

⚠️ CRITICAL: Understanding When Data Exists

Why OnInsert Doesn't Work for Required Fields:

When a customer record is created (OnInsert), Business Central:

1. Assigns the Customer No. automatically

2. Creates the record with ONLY the No. field populated

3. Triggers the OnInsert event

4. User then fills in Name, Address, Payment Terms, etc. (via OnModify)

If you validate required fields OnInsert, the validation fails because those fields don't exist yet!

Correct Approach: Validate when user activates the customer (unblocks) after filling in all data.

Pattern 1: Simple Required Fields (Status-Based Validation)

Rule Set: CUSTOMER-REQUIRED-FIELDS
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field - trigger when customer being activated
Trigger Event: Before Modify
Enable: Yes

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field is changing
2. [18:39] is ' '        // New value is blank (customer being unblocked/activated)

Rule 1: Customer Name Required
Condition: [18:2] is ''
// Customer Name (field 2) is blank

Action: Error - "Customer Name is required before activating customer.

This customer is being unblocked for use in transactions.

All customers must have a name for identification and reporting purposes.

Enter customer's legal business name or individual name.

Examples:
- Business: 'Acme Corporation'
- Individual: 'John Smith'
- Government: 'City of Springfield, Parks Department'

This field appears on all invoices, statements, and reports."

Rule 2: Country/Region Code Required
Condition: [18:35] is ''
// Country/Region Code is blank

Action: Error - "Country/Region Code is required before activating customer.

This customer is being unblocked for use in transactions.
Country/Region Code determines:
- Tax calculations and rates
- Shipping methods and costs
- Currency defaults
- Regulatory compliance requirements

Select country from lookup list or enter ISO country code.

Common codes:
- US (United States)
- CA (Canada)
- GB (United Kingdom)
- DE (Germany)

If customer's country is not listed, contact System Administrator to add."

Rule 3: Payment Terms Required
Condition: [18:27] is ''
// Payment Terms Code is blank

Action: Error - "Payment Terms are required before activating customer.

This customer is being unblocked for use in transactions.
Payment Terms determine:
- Due date calculations
- Discount eligibility
- Aging bucket classification
- Collections process

Select appropriate payment terms:
- NET30: Net 30 days
- NET60: Net 60 days
- COD: Cash on delivery
- PREPAY: Prepayment required
- 2/10NET30: 2% discount if paid within 10 days, net 30 days

If unsure, use 'NET30' as default for most customers.
Contact Credit Manager for special payment arrangements."

Rule 4: Posting Group Required
Condition: [18:21]

Placeholders Used in This Pattern:

• [18:39] - Customer (Table 18): Blocked (Field 39) - Status field (blank = unblocked/active)

• {18:39} - Customer (Table 18): Blocked (Field 39) - Old value before change

• [18:2] - Customer (Table 18): Name (Field 2) - Customer's legal name

• [18:35] - Customer (Table 18): Country/Region Code (Field 35) - ISO country code

• [18:27] - Customer (Table 18): Payment Terms Code (Field 27) - Payment terms (NET30, etc.)

• [18:21] - Customer (Table 18): Customer Posting Group (Field 21) - GL account posting group

Why This Pattern Works:

1. Real-world workflow: Users create customer → Fill in fields → Unblock when ready

2. Data exists: By the time user unblocks, they've filled in Name, Address, Payment Terms

3. Status indicates readiness: Unblocking means "this customer is ready for transactions"

4. Change detection: Scenario 1 ensures we only trigger when Blocked field actually changes

5. Activation validation: Scenario 2 ensures we only validate when activating (not when blocking)

Alternative Status Fields: If your customer table has a custom Status field instead of Blocked:

Trigger Field: [18:CustomStatus]
Scenarios:
1. [18:CustomStatus]

Pattern 2: Contact Information Requirements

Rule Set: CUSTOMER-CONTACT-REQUIRED
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field
Trigger Event: Before Modify

Scenarios (apply to all rules):
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: At Least One Contact Method Required
Condition 1: [18:102] is ''
Condition 2: [18:103] is ''
// Both Email (102) and Phone (103) are blank
// Note: Separate conditions (not scenarios) = OR logic - both must be blank to trigger

Action: Error - "Contact information required before activating customer.

Customer: [18:1] - [18:2]

Placeholders Used in This Pattern:

• [18:102] - Customer (Table 18): E-Mail (Field 102) - Customer's email address

• [18:103] - Customer (Table 18): Phone No. (Field 103) - Customer's phone number

• [18:1] - Customer (Table 18): No. (Field 1) - Customer number

• [18:2] - Customer (Table 18): Name (Field 2) - Customer name

Rule 2: Email Required for Electronic Invoice Customers Scenario 1: [18:CustomInvoiceDelivery] is 'Electronic' Scenario 2: [18:102] is '' // Invoice delivery set to electronic but no email

Action: Error - "Email address required for electronic invoice delivery.

Customer: [18:2] Invoice Delivery Method: Electronic

Cannot deliver invoices electronically without email address.

Options:

1. Enter valid email address for invoice delivery

2. Change Invoice Delivery Method to:

   • 'Print' (mail physical invoices)

   • 'Portal' (customer retrieves from web portal)

Electronic delivery is fastest and most cost-effective when email is available."

Rule 3: Phone Required for Will-Call/Pickup Customers Scenario 1: [18:CustomShippingMethod] is 'WILL-CALL' Scenario 2: [18:103] is '' // Shipping method is will-call but no phone

Action: Error - "Phone number required for Will-Call customers.

Customer: [18:2] Shipping Method: Will-Call (Customer Pickup)

Phone number required to notify customer when order is ready for pickup.

Enter: ☐ Primary Phone Number ☐ Mobile Phone (optional, for SMS notifications)

Will-Call customers must be contactable to arrange pickup times and confirm order readiness."

## Implementation: Conditional Required Field Validation

### Pattern 3: Conditional Based on Other Fields (Sales Orders)

**Note**

Rule Set: SALES-CONDITIONAL-REQUIRED Trigger Table: 36 (Sales Header) Trigger Field: [36:0] // Any field - check whenever order created or modified Trigger Event: Before Insert, Before Modify Linked Tables: Customer (18)

Rule 1: Ship-to Address Required (Different Customer) Scenario 1: [36:13] is <>[36:2] Scenario 2: [36:13] is <>'' Scenario 3: [36:CustomShipToAddress] is '' // Ship-to Customer differs from Sell-to Customer but ship-to address blank

Action: Error - "Ship-to Address required when shipping to different customer.

Order: [36:3] Sell-to Customer: [36:2] ([SellToName]) Ship-to Customer: [36:13] ([ShipToName])

When Ship-to Customer differs from Sell-to Customer, complete ship-to address is required for shipping and delivery.

Required fields: ☐ Ship-to Address ☐ Ship-to City ☐ Ship-to State/Province ☐ Ship-to ZIP/Postal Code ☐ Ship-to Country/Region

Or change Ship-to Customer to [36:2] if items ship to sell-to customer location."

Rule 2: Export Documentation Required (International Orders) Scenario 1: [18:35] is <>'US' Scenario 2: [36:CustomExportLicenseNo] is '' // Customer country is not US but export license not specified

Action: Error - "Export documentation required for international orders.

Customer: [18:2] Country: [18:35] Order Amount: $[36:109]

International orders require export compliance documentation.

Required: ☐ Export License No. (if controlled items) ☐ Harmonized Tariff Code ☐ Country of Origin ☐ Export Terms (Incoterms)

Contact Export Compliance at ext. 8000 for:

• Export license requirements

• Restricted country screening

• Documentation preparation

Cannot proceed with international order without export compliance clearance."

Rule 3: Payment Reference Required (Prepay/COD Orders) Scenario 1: [36:CustomPaymentMethod] is 'PREPAY'|'COD' Scenario 2: [36:CustomPaymentReference] is '' // Payment method requires upfront payment but no payment reference

Action: Error - "Payment reference required for prepay/COD orders.

Customer: [18:2] Payment Method: [36:CustomPaymentMethod] Order Amount: $[36:109]

Orders with [36:CustomPaymentMethod] payment method require payment before fulfillment. Enter payment reference information.

For PREPAY: ☐ Prepayment Check No. or ☐ Wire Transfer Confirmation No. or ☐ Credit Card Authorization Code

For COD: ☐ COD Amount Authorized ☐ Collection Instructions

Payment must be verified before order can be released to warehouse."

Rule 4: Project Code Required (Project-Based Business) Scenario 1: [18:CustomRequiresProject] is true Scenario 2: [36:CustomProjectCode] is '' // Customer requires project code but not specified

Action: Error - "Project Code required for this customer.

Customer: [18:2] (Project-based customer) Order: [36:3]

Customer [18:2] is flagged as project-based customer. All orders must be associated with specific project for:

• Cost tracking and job costing

• Invoice consolidation

• Revenue recognition

• Project profitability analysis

Select existing project or create new project code.

Contact Project Management at ext. 9000 for project code assignment if needed."

### Pattern 4: Conditional Based on Amount/Quantity Thresholds

**Note**

Rule Set: SALES-THRESHOLD-REQUIRED Trigger Table: 36 (Sales Header) Trigger Field: [36:109] // Amount Including VAT - trigger when amount changes Trigger Event: Before Insert, Before Modify Linked Tables: Customer (18), Salesperson (13)

Rule 1: Manager Approval Required (Large Orders) Scenario 1: [36:109] is >50000 Scenario 2: [36:CustomManagerApproval] is '' // Order over $50K but no manager approval

Action: Error - "Manager approval required for orders over $50,000.

Order: [36:3] Customer: [18:2] Order Amount: $[36:109] Approval Threshold: $50,000

Orders exceeding $50,000 require manager review and approval for:

• Credit risk assessment

• Pricing verification

• Delivery commitment review

• Resource allocation planning

Required: ☐ Manager Approval (select approving manager) ☐ Approval Date

Request approval from Sales Manager [13:CustomManager] before proceeding.

This approval requirement ensures large orders receive appropriate oversight and resource planning."

Rule 2: Credit Check Required (New High-Value Customers) Scenario 1: [18:CustomCustomerAge] is <90 Scenario 2: [36:109] is >10000 Scenario 3: [36:CustomCreditCheckDate] is '' // New customer (<90 days), high order (>$10K), no credit check

Action: Error - "Credit check required for large orders from new customers.

Customer: [18:2] (Account age: [18:CustomCustomerAge] days) Order Amount: $[36:109] Credit Check Status: Not performed

Policy: New customers (less than 90 days) placing orders over $10,000 require credit verification before order approval.

Required: ☐ Credit Check Completion Date ☐ Credit Score/Rating ☐ Approved Credit Limit

Contact Credit Department at ext. 3000 to:

• Run credit bureau report

• Verify business references

• Establish appropriate credit limit

This protects company from bad debt risk on large orders from new customers."

Rule 3: Discount Justification Required (High Discounts) Scenario 1: [36:CustomAverageDiscount] is >25 Scenario 2: [36:CustomDiscountReason] is '' // Average discount over 25% but no justification

Action: Error - "Discount justification required for discounts exceeding 25%.

Order: [36:3] Average Discount: [36:CustomAverageDiscount]% Justification: (blank)

Discounts over 25% require documented business justification for:

• Margin protection review

• Pricing policy compliance

• Management reporting

• Audit trail

Select discount reason: ☐ Volume Discount (quantity-based) ☐ Competitive Match (competitor pricing) ☐ Customer Loyalty/Retention ☐ Promotional Campaign ☐ Clearance/Obsolete Inventory ☐ Strategic Account (approved exception) ☐ Other (specify in comments)

Document reason for discount to ensure pricing discipline and accountability."

Rule Set: SALES-ORDER-STATUS-REQUIREMENTS Trigger Table: 36 (Sales Header) Trigger Event: Before Modify (Status Change) Linked Tables: Customer (18)

Rule 1: Release Requirements (Draft → Released) Condition: [36:CustomStatus] is 'Released' AND [PreviousStatus] is 'Draft' AND ([36:CustomShipToAddress] is '' OR [36:CustomRequestedDeliveryDate] is '' OR [36:CustomShippingMethod] is '') // Status changing to Released but required fields missing

Action: Error - "Cannot release order: Required fields missing.

Order: [36:3] Current Status: Draft Attempting: Release

To release order for fulfillment, complete all required fields:

☐ Ship-to Address: [36:CustomShipToAddress] ☐ Requested Delivery Date: [36:CustomRequestedDeliveryDate] ☐ Shipping Method: [36:CustomShippingMethod]

Warehouse cannot process order without complete shipping information.

Complete all fields or keep status as 'Draft' for continued editing."

Rule 2: Approval Requirements (Pending → Approved) Condition: [36:CustomStatus] is 'Approved' AND [PreviousStatus] is 'Pending Approval' AND ([36:CustomApprovedBy] is '' OR [36:CustomApprovalDate] is '') // Status changing to Approved but approval fields not filled

Action: Error - "Approval documentation required.

Order: [36:3] Status Change: Pending Approval → Approved

To mark order as approved, document approval:

☐ Approved By: [36:CustomApprovedBy] (select approving user) ☐ Approval Date: [36:CustomApprovalDate] (date of approval) ☐ Approval Comments: [36:CustomApprovalComments] (optional)

Approval audit trail is required for compliance and future reference.

If approval is not complete, keep status as 'Pending Approval'."

Rule 3: Credit Hold Release Requirements Condition: [18:CustomCreditHold] is false AND [PreviousCreditHold] is true AND [18:CustomCreditHoldReleaseReason] is '' // Credit hold being removed but no release reason documented

Action: Error - "Credit hold release requires documented reason.

Customer: [18:2] Status Change: Credit Hold → Active

Removing credit hold requires documentation:

☐ Release Reason (why hold is being removed):

• Payment received

• Credit limit increased

• Payment plan established

• Management override

• Other (specify)

☐ Authorized By: [18:CustomCreditHoldReleasedBy] ☐ Release Date: [18:CustomCreditHoldReleaseDate]

Credit hold management requires complete audit trail. Document reason for removing hold before proceeding."

### Pattern 6: Pre-Posting Validation

**Note**

Rule Set: JOURNAL-POSTING-REQUIREMENTS Trigger Table: 81 (Gen. Journal Line) Trigger Field: [81:0] // Any field Trigger Event: Before Insert, Before Modify Linked Tables: G/L Account (15)

Rule 1: Dimension Requirements Scenario 1: [15:CustomRequiresDimension1] is true Scenario 2: [81:CustomDimension1] is '' // Account requires dimension but not specified

Action: Error - "Dimension required for this account.

G/L Account: [15:3] - [15:1] Amount: $[81:13]

Account [15:3] requires Dimension 1 (Department) for all postings to enable:

• Departmental P&L reporting

• Cost center tracking

• Budget variance analysis

Select Department from dimension list:

• 100: Sales

• 200: Marketing

• 300: Operations

• 400: Finance

• 500: IT

If this is corporate overhead not assignable to specific department, use '900 - Corporate'.

Cannot post without dimension assignment."

Rule 2: External Document No. Required (Vendor Payments) Scenario 1: [81:5] is 'Payment' Scenario 2: [81:8] is 'Vendor' Scenario 3: [81:CustomExternalDocNo] is '' // Payment to vendor but no external document number

Action: Error - "External Document No. required for vendor payments.

Vendor: [Vendor Name] Amount: $[81:13] Payment Date: [81:5]

External Document No. (check number, wire confirmation, ACH trace number) is required for vendor payments for:

• Payment reconciliation

• Vendor inquiry response

• Audit trail

• Duplicate payment prevention

Enter: ☐ Check Number (if check payment) ☐ Wire Transfer Confirmation (if wire) ☐ ACH Trace Number (if ACH/EFT) ☐ Credit Card Transaction ID (if card)

Cannot post payment without external document reference."

Rule 3: Reason Code Required (Adjusting Entries) Scenario 1: [81:CustomEntryType] is 'Adjusting Entry' Scenario 2: [81:CustomReasonCode] is '' // Adjusting entry but no reason code

Action: Error - "Reason Code required for adjusting entries.

Account: [15:3] Amount: $[81:13] Description: [81:7]

Adjusting entries require documented business justification through reason codes:

Select appropriate reason: ☐ Accrual Adjustment ☐ Depreciation ☐ Reclassification ☐ Error Correction ☐ Period-End Close ☐ Audit Adjustment ☐ Other (specify in description)

Reason codes ensure adjusting entries are properly documented and auditable.

Add detailed explanation in Description field if reason is not self-evident."

## Implementation: Helpful Error Messages

### Message Template Structure

**Effective required field error message components**

1. WHAT: Which field is missing "Ship-to Address is required"

2. WHY: Why it's required (business context) "Complete shipping address needed for delivery and logistics"

3. WHEN: Under what conditions (if conditional) "Required when Ship-to Customer differs from Sell-to Customer"

4. CONSEQUENCES: What happens if not provided "Warehouse cannot process order without shipping address"

5. WHAT TO ENTER: Specific guidance "Enter Ship-to Address Line 1, City, State, ZIP Code"

6. ALTERNATIVES: Other ways to proceed (if any) "Or change Ship-to Customer to match Sell-to Customer"

7. WHO TO CONTACT: Escalation path "Contact Order Processing at ext. 5500 for assistance"

Poor Message: "Required field missing"

Better Message: "Ship-to Address required"

Best Message: "Ship-to Address required for orders with different ship-to customer.

WHY: This order ships to [ShipToCustomer] which is different from bill-to customer [BillToCustomer]. Complete shipping address is needed for:

• Accurate delivery to correct location

• Shipping cost calculation

• Carrier label generation

• Delivery confirmation

WHAT TO ENTER: ☐ Ship-to Address Line 1 ☐ Ship-to City ☐ Ship-to State/Province Code ☐ Ship-to ZIP/Postal Code ☐ Ship-to Country/Region Code

Current values: Address: [CurrentAddress] ← MISSING City: [CurrentCity] ← MISSING State: [CurrentState] ← MISSING

ALTERNATIVE: If items should ship to bill-to customer location, change Ship-to Customer Code to [BillToCustomer] to use bill-to address automatically.

NEED HELP? Contact Order Processing at ext. 5500 or orderteam@company.com"

1. Null vs. Blank vs. Zero

   • Null: Not set

   • Blank: "" (empty string)

   • Zero: 0 (numeric)

   • Ensure rule handles all appropriately

2. Whitespace

   • Field contains only spaces

   • Should be treated as blank

3. Special Characters

   • Field contains special placeholder like "-" or "N/A"

   • Decide: Allow or block?

4. Minimum Length

   • Field has value but too short to be valid

   • Example: Phone "555" (not complete)

5. Format Validity

   • Field has value but wrong format

   • Example: Email "notanemail" (no @)

   • Different from "required" validation

6. Case Sensitivity

   • "value" vs. "VALUE" vs. "Value"

   • Ensure comparison handles correctly

7. Dependency Chains

   • Field A required if Field B filled

   • Field B required if Field C filled

   • Test full chain

8. Circular Dependencies

   • Field A required if B blank

   • Field B required if A blank

   • Avoid creating impossible scenarios

## Best Practices

**1. Progressive disclosure: Don't overwhelm users**

Poor: 50 required fields all at once Result: User frustrated, enters bad data to get past validation

Better: Required fields in stages

• Creation: Minimal fields (Name, Code)

• Before first use: Additional fields (Contact, Address)

• Before posting: Complete fields (All financial data)

Result: User can save work in progress, complete fields when information available

**2. Provide clear, specific error messages**

Poor: "Error" Poor: "Required field missing" Better: "Customer Name is required" Best: "Customer Name is required for all customers for identification on invoices and reports. Enter customer's legal business name or individual name."

**3. Balance required vs. recommended**

Truly required (Error):

• System cannot function without it

• Legal/compliance mandate

• Creates serious business problems if missing

Recommended (Warning):

• Best practice but not mandatory

• Valuable but not critical

• Can be added later if needed

Example: Required: Customer Name (must have) Recommended: Customer Email (should have, but not critical)

**4. Allow placeholder values for "work in progress"**

Approach: Accept "TBD", "PENDING", "TO BE DETERMINED" during draft stage But: Require real values before status change to Released/Approved/Posted

Implementation: Rule 1 (Draft): Allow TBD Rule 2 (Before Release): Block if still TBD

**5. Provide data entry guidance**

In error message, show: ✓ Which field is missing ✓ What format/type of data to enter ✓ Examples of valid values ✓ Where to find the information ✓ Who to contact for help

**6. Consider user's workflow**

Sales Order Example: User workflow:

1. Create order with customer (save)

2. Add lines with items (save)

3. Confirm pricing with customer (save)

4. Get shipping details from customer

5. Complete shipping address (save)

6. Release order

Validation strategy:

• Step 1-5: Allow incomplete shipping address (status = Draft)

• Step 6: Require complete shipping address (before Release)

Result: User can save work at each step, only blocked when trying to release

**7. Monitor and refine validation rules**

Track:

• How often each required field error triggers

• Which fields users most often leave blank

• User feedback on error message clarity

• Workarounds users employ (placeholder data)

Refine:

• Adjust message wording based on user questions

• Add more helpful guidance if frequently asked

• Reconsider if field truly required (high error rate but low value)

• Add data entry shortcuts for common values

## Conclusion

Required field validation transforms data completeness from a cleanup problem to a prevention opportunity. By implementing intelligent, context-aware validation with clear, helpful error messages, you ensure high-quality data enters your system while respecting user workflow and maintaining usability.

**Key implementation strategies**:

**Always required**: Unconditional fields essential for system operation
**Conditionally required**: Context-dependent requirements based on other field values
**Business policy required**: Company policy, compliance, and best practice fields
**Workflow-stage required**: Progressive requirements based on record status

**Success factors**:

- **Right timing**: Validate at appropriate point in user workflow
- **Clear messages**: Explain what, why, and how to fix
- **Provide guidance**: Examples, formats, where to find information
- **Balanced strictness**: Required vs. recommended, draft vs. final
- **User-centric**: Respect workflow, allow work-in-progress saves

**Business value**:

- **Data quality**: Complete records from the start, no cleanup needed
- **Process efficiency**: Downstream processes don't fail due to missing data
- **Compliance**: Regulatory requirements met consistently
- **User clarity**: "What's required?" is always clear
- **Reduced rework**: Get it right the first time

**Measurable outcomes**

Before Required Field Validation:

• Incomplete customer records: 23%

• Orders delayed due to missing shipping info: 45/month

• Journal entries rejected at posting: 78/month

• Data cleanup projects: Quarterly, 40 hours each

After Required Field Validation:

• Incomplete customer records: 3% (work-in-progress only)

• Orders delayed: 5/month (85% reduction)

• Journal entries rejected: 8/month (90% reduction)

• Data cleanup projects: Annual review only, 4 hours

Annual savings: $85K in reduced rework, faster processing, fewer errors

Implement comprehensive required field validation to ensure your data is complete, accurate, and usable from the moment it enters your system—eliminating the expensive cycle of entering incomplete data today and cleaning it up tomorrow.

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