Required Documents Field

The Required Documents field shows the state of a Record's required documents directly on an E-form, and lets the user act on what is outstanding without leaving the form. It is built for dashboard-style forms — a form whose job is to show where a Record stands and give the user somewhere to click, rather than to collect and save data. The field saves nothing itself.

This field works for INTERNAL users on the Record screen only. It draws nothing at all on a public form or for a public user, so a form that is shared publicly can safely contain one.

What it shows

The field lists the same requirements the Record's own Required button shows, from both of the places requirements come from: the Categories, Sub Categories and Documents marked Required on the Record Type, and any @RequiredDocument values on the Record itself. Requirements defined on the Record Type are always listed first, and the @RequiredDocument ones follow in the order you gave them.

Each row shows whether that requirement is satisfied. A requirement that needs several documents says how many are still wanted — "3 required" before anything is supplied, "2 more required" once it is part of the way there. A required E-form that has been saved but not yet marked complete shows as started but unfinished rather than as done, and where a Record field decides whether something counts as complete, the row names that field so it is clear what is being waited on.

What happens when a row is clicked

The field decides what to do from the state of the row, so there is nothing to configure:

The requirement already has a document — the Record screen opens that document. This covers a completed row and a required E-form that was started earlier, so clicking picks up where the user left off rather than starting again.

A required E-form with nothing supplied yet — the Record screen starts a new form of that E-form.

A required document with nothing supplied yet — the file picker opens so the user can upload it. Documents can also be dragged straight onto the row. Turn Allow Upload off to make the list display-only.

Keeping the list current

The field loads its list once, when the form opens, and does not refresh itself. When something happens on the form that changes whether a requirement is met, add the Refresh Required Documents action to whatever performs it — a button, a toolbar or a Multi-Action — and point it at this field. This is the same pattern as Refresh Map and Refresh Search Results.

Settings

Field Label — The heading shown for the field, if you want one.

Field Name — The internal name of the field.

Record ID — Leave blank to use the Record the form is open on, which is almost always what you want. Supply a Record ID (variables are supported) to show another Record's requirements. The field draws nothing until the Record exists, so on a form that creates a new Record nothing appears until it has been saved.

Filter by Category, Filter by SubCategory, Filter by Name — Optional. Leave blank to show every requirement on the Record. Supply a value to show only the requirements that match, which lets one form carry several of these fields, each showing a different section. Each filter accepts a pipe-delimited list, and any entry can be prefixed with ! to exclude it instead: Tax|Payroll shows either, !Archive shows everything except that one, and !Archive|!Old excludes both. When a filter mixes the two, the plain entries decide what is allowed and the ! entries then remove from that, so an exclusion always wins. A requirement that does not name a Category at all means "any Category", so it will not appear under a filter that names one, but it does survive a filter that only excludes.

Display

List Style — Single List keeps every requirement in one list in the Record's own order, using a check box and colour to show what is done. Grouped by Status splits them into a red Missing list and a green Completed list, matching the Record's Required panel.

List Heading — The heading over the list. In Grouped by Status this is the heading over the outstanding requirements. Variables are supported. Leave blank for no heading at all.

Completed Heading — The heading over the satisfied requirements. Grouped by Status only. Variables are supported. Leave blank for no heading.

Empty Message — Shown when the Record has no required documents defined, or when none of them match your filters. Leave blank for the default message.

Advanced

Allow Upload — On by default. Clicking a missing document row opens the file picker, and documents can be dragged onto the row. Turn it off for a display-only list, and rows for missing documents become inactive while everything else still opens as normal.