Editing Fields After Submission and Changing Data Types

Editing Fields After Submission and Changing Data Types

Introduction

In iVendNext, documents typically lock fields after submission to maintain data integrity. However, businesses often need flexibility—such as updating a "Supplier ID" post-approval or correcting a field with the wrong data type. This guide covers two critical workflows:


  1. Editing fields after submission using Allow on Submit.

  2. Changing a field’s data type after creation (e.g., from Text to Link).



Part 1: Editing Fields After Submission

1.1 Standard vs. Custom Field Behavior

  • Standard Fields: Locked after submission; require Cancel → Amend to edit.

  • Custom Fields: Can be made editable post-submission via Allow on Submit.


1.2 How to Enable Post-Submission Edits

Step 1: Configure the Field

  1. Go to Customize Form → Select the DocType (e.g., "Supplier Quotation").

  2. Locate the target field (e.g., "Supplier ID") → Expand its properties.

  3. Check Allow on Submit → Click Update.


Step 2: Post-Submission Workflow

  • Users can now edit the field without amending the document.

  • Audit Trail: Changes are logged in the document’s version history.


Use Case:


  • A submitted Purchase Order requires a late-added supplier contract number.



Part 2: Changing a Field’s Data Type

2.1 Why Change a Data Type?

Common scenarios:


  • A Text field needs to become a Link (e.g., "Client" → Link to "Customer").

  • A Data field requires dropdown options (conversion to Select).


2.2 Step-by-Step Conversion Process

Step 1: Navigate to Custom Field List

  1. Search for Custom Field via the global search bar.

  2. Open the record for the target field (e.g., "Client").


Step 2: Modify Field Properties

  1. Change Field Type (e.g., from Data to Link).

  2. Fill required properties:

    • For Link: Enter the target DocType in Options (e.g., "Customer").

    • For Select: Add options (one per line).

  3. Click Save.


Step 3: Validate Data

  • Existing data must match the new type (e.g., Text "John Doe" won’t auto-convert to a Link).

  • Use Data Migration Tools or scripts for bulk updates if needed.



3. Troubleshooting & Best Practices

3.1 Common Issues

Issue

Solution

"Field Type cannot be changed"

Edit via Custom Field list, not Customize Form.

Data loss during conversion

Backup data first; use scripts for complex migrations.

"Allow on Submit" not working

Confirm the field is custom (not standard).


3.2 Best Practices

  • Test Changes in Staging: Avoid disruptions in production.

  • Document Dependencies: Fields used in reports/scripts may break after type changes.

  • Use Placeholder Values: For mandatory fields during migration.



Conclusion

  • Allow on Submit empowers teams to update critical fields without cumbersome amendments.

  • Data Type Changes require careful planning but enable system evolution.



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