This article is relevant if you are customizing NetSuite and you seek better data entry practices but mandatory fields are too invasive.
The Mandatory Field Dilemma
When I work with executives to help them design business practices, often we will get into conversations which organize around data entry screens. A data entry screen usually does a good job illustrating the business problem we want to solve or the coordination practice we seek to design.
Many times, when an executive sees the power of NetSuite, and because they want data, they will quickly want to make many fields mandatory. While mandatory fields are easy to activate to ensure you force users to provide information, there are situations when information may not be at hand.
Some organizations have long-lead to fulfillment cycle times. For example, a long lead cycle often can develop in the sales and project setup within a full-service project professional services firm.
Example Project Business Field Challenges
In a service business that conducts projects for their customers, many times the work setup takes time to get information from clients. For example, let’s assume that we know we are going to produce a project for ABC Corp, but the following information, at this time, is not yet available:
- We have not yet assigned a project manager.
- We are not yet clear if the project will be sold as time and materials or fixed bid.
- If the project is sold as fixed bid, the practice manager must provide an approval.
- We are not clear the start date.
Use a Record Quality Control Feature
Generate a Saved Search which Notifies Users and Managers
With your new quality control feature in lieu of mandatory fields, your records can now be saved with incomplete information. Yet, you can stay on top of these records by using Saved Search. For example, you can send out a daily email to users with specific information about the quality control concern. Further, if no action has been taken by a certain amount of days, you can use color coding to highlight the record staleness. Finally, a practice manager can receive the same information organized in a fashion that allows them to manage the team.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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