Configuring "Validate Document Notes" Rule

Ensure important context or justifications are captured by requiring users to add notes before submitting documents. This guide explains how to enable the "Validate Document Notes" rule.

Best practices

• Clearly define when notes are required and what information should be included.
• Communicate this requirement to all relevant users.
• Use notes consistently to improve context and audit trails.

Understanding the Validation

The "Validate Document Notes" extension acts as a simple check before a document can be submitted. It verifies that the notes field on the document header contains some text.

If the notes field is empty, Zudello will:

1. Display a validation error message upon saving.
2. Prevent the user from submitting the document until notes are added.

This rule is useful for enforcing processes where specific justifications, explanations, or internal references need to be recorded directly on the transaction document.

Enabling the Validation

This validation rule is configured per Document Type:

1. Navigate to Settings via the company menu.
2. Click Document Types in the left sidebar.
3. Select the Document Type where you want to enforce notes (e.g., Purchase Requisition, Expense Claim).
4. Click Edit.
5. Ensure the notes field is enabled on the Form tab (usually in the header section).
6. Go to the Extensions tab.
7. Find the Validate document notes extension in the list.
8. Turn on the toggle to enable the extension.
9. Click Update to save the changes.

Repeat these steps for any other Document Types where mandatory notes are required.

User Experience

When this validation is active, if a user attempts to Save and submit a document without entering any text in the notes field, they will encounter a validation error. The error message will indicate that notes are required, preventing submission until text is added to the field.

Need help?

Contact your organisation administrator or Zudello support for assistance with configuring validation rules.