Field Rules - Validation & Appearance
A single place to look up how each record behaves: which fields are required, which values are rejected, and when fields appear, hide, or lock. The task pages carry the full context; this is the quick reference.
How the rules work
| Kind of rule | What you experience |
|---|---|
| Required | The record won't save until the field has a value. |
| Validation | A red message blocks the save (or delete) until the value is valid. The messages below are the actual wording. |
| Appearance | Fields show or hide based on other values, or become read-only (locked) as a record progresses. Some rows are color-highlighted to warn. |
| Dependent list | One field's choices are filtered by another (e.g. Title choices depend on Classification). |
Hours entry
Full detail on logging hours.
- Required: Date, Site, Employee Assignment, Hours Type.
- Validation: end ≥ start and hours ≥ 0; holiday reason required on holidays; date within the assignment's dates; site belongs to the assignment; assignment/site/account match the submission; no overlapping entries; half/full-day types in whole-day increments; hours type matches the category; coverage counts within totals and non-negative.
- Appearance: holiday reason shows only on holidays; Breaks show only for a non-absence type; internal-coverage fields show only for coverage titles; everything locks once submitted or exported; rows outside the window are highlighted.
- Employee editable only for a covering timekeeper on an unattached entry.
Breaks
- Start before end; duration positive and under 24 hours; no overlapping breaks.
- Can't be deleted once the parent hours entry is exported.
Submission
Full detail on Submissions & lifecycle.
- Required: Category, Type, Submission Window (pay period); Sub-type / Related submission when the type requires them; a document or hours entry when the category requires one.
- Validation: hours only on a type that accepts them; all hours within the window; assignment and requisition must match. Can't delete once finalized, in a closed year, or with exported hours.
- Appearance: Account / Documents / Hours sections show only when the type or category requires them; PR vs. assignment layout switches by kind; late submissions are highlighted; everything locks for the owner once submitted (unless returned for revision).
Personnel requisition
Full detail on Personnel requisitions.
- Required: PR # (unless auto-generated), Fiscal Year, Classification, Title, Originator Site, Start, End, at least one Account.
- Validation: classification/title compatible; start ≤ end; dates within the fiscal year; PR # unique per fiscal year; not-to-exceed values non-negative; accounts total exactly 100% with no duplicates. Can't delete with assignments or in a closed year.
- Appearance: PR # read-only when auto-generated; Position Control Number highlighted when required but missing; identity fields lock once an assignment is approved; broad lock while a PR submission is in progress.
Employee assignment
Full detail on Employee assignments.
- Required: Requisition, Employee, Start, End, Role, at least one Site.
- Validation: end ≥ start; not-to-exceed non-negative; dates within the requisition; every site offered by the requisition; no overlapping assignment sharing a site. Can't delete with hours/submissions, if used to approve, or in a closed year.
- Appearance: approval filters show only when the role can view work items; replacement fields show only for replacements; locks once in use; hours/submissions disabled until the requisition and assignment are approved.
Accounts
- Account code is unique.
- Compose it one way or the other: either fill in all six parts (Fund, Resource, Goal, Function, Object, Location) and leave the free-text Account blank, or fill only the free-text Account and leave the parts blank - "Please fill in only the Account field or leave the Account field blank and fill in all the other account part fields…"
Setup & reference records
| Record | Key rules |
|---|---|
| Fiscal Year | Start before end; name/start/end required. |
| Excluded Date (holiday/closure) | Start ≤ end; three required fields. |
| Submission Window | Restricted submission start ≤ end; start ≤ end; end ≤ "approve by". |
| Submission Workflow | Can't be modified or deleted while in use by active submissions. |
| Employee Entitlement | Start ≤ end; dates within the fiscal year; hours-per-day between 1 and 24. |
| Entitlement | No duplicate hours-type per package; quantity positive. |
| Site | Name unique; internal-coverage hours-per-day 0-24; periods-per-day non-negative. |
| Classification | Default submission type must be one it supports; name unique. |
| Hours Reason → Account | A reason lists a given account for a given site only once. |
| Requisition account | An account appears once; percentage 0-100%. |
| System Options | Scheduler/working start ≤ end; times 0-24. See System Options. |
Why a field is greyed out
A locked field almost always means the record has progressed past the point where that value can safely change - it's been submitted, approved, in use, or exported. If you truly need to change it, the usual path is to undo/return the record to an earlier state first (permissions permitting).