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Configuring Data Dependencies Between Fields

Data dependencies allow you to create dynamic forms and validation logic within Zudello, where the available options, visibility, or requirement of one field changes based on the value selected in another field. This helps guide users through the coding process, ensures relevant information is captured, and prevents invalid data combinations.

For example, you could configure a dependency where if the "Expense Type" is set to "Mileage", the "Distance Travelled" field becomes visible and mandatory. Or, if a specific "Project Code" is selected, the list of available "Task Codes" is filtered accordingly.

Use Cases​

  • Conditional Fields: Show or hide fields based on selections in other fields (e.g., show "Vehicle Registration" only if Expense Type is "Mileage").
  • Conditional Requirements: Make a field mandatory only if another field has a specific value (e.g., require "Justification Notes" if Amount exceeds $1,000).
  • Filtered Dropdowns: Limit the options available in one dropdown based on the selection in another (e.g., filter "Sub-Account" options based on the selected "GL Account").
  • Cascading Selections: Guide users through a series of related choices (e.g., select Region -> select Country -> select State).
  • Validation Based on Dependencies: Prevent invalid combinations (e.g., disallow selecting a specific GL Code if the Department is "Sales").

Configuring Data Dependencies​

The configuration for data dependencies is often found within the Field Manager, Custom Fields settings, or specific Document Type configurations.

  1. Navigate to Settings: Access the relevant configuration area, likely related to Field Manager, Custom Fields, or Document Types.
  2. Identify Fields: Determine the "parent" field (the one whose value triggers the dependency) and the "child" field (the one whose behaviour will change). Both fields usually need to exist first.
  3. Access Dependency Rules: Find the option to define dependencies or rules for the child field. This might be within the child field's settings or in a dedicated "Dependencies" or "Rules" section.
  4. Create New Dependency Rule: Start creating a new rule.
  5. Define Trigger Condition:
    • Parent Field: Select the parent field that controls the dependency.
    • Condition: Specify the condition based on the parent field's value (e.g., "is equal to", "is not empty", "is one of").
    • Value(s): Enter the specific value(s) of the parent field that trigger the rule (e.g., "Mileage", "Project X", "1000").
  6. Define Action on Child Field: Specify what should happen to the child field when the condition is met:
    • Change Visibility: Set to Show or Hide.
    • Change Requirement: Set to Required or Optional.
    • Filter Options: Define the criteria to filter the available options in the child field's dropdown (this might involve linking to specific data sets or values).
    • Set Value: Automatically populate the child field with a specific value.
  7. Define Behaviour When Condition is NOT Met (Optional): Specify the default behaviour of the child field when the trigger condition is false (e.g., hide the field, make it optional).
  8. Activate the Rule: Save and enable the dependency rule.

Best practices​

  • Plan Dependencies Carefully: Map out the relationships between fields before configuring them to avoid conflicts or overly complex logic.
  • Start Simple: Implement basic dependencies first (like show/hide or required) before tackling complex filtering.
  • Test Thoroughly: Test all possible combinations of parent field values to ensure the child field behaves as expected in every scenario.
  • Consider User Experience: Ensure dependencies guide the user logically without causing confusion or unnecessary clicks. Avoid hiding fields that contain already entered data unless appropriate.
  • Document Dependencies: Keep internal notes on complex dependencies for easier maintenance and troubleshooting.

Data dependencies are a powerful tool for creating smarter, more intuitive data entry forms and enforcing complex business logic within Zudello.

See also: Using the Field Manager, Creating Custom Fields

Need help?​

If you need assistance configuring data dependencies between fields, contact your organisation administrator or Zudello support.