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Disable New button on details views based on a rule that references the open record
I have many situations where I want to disable the New button on a details view, that's shown on the View page of a record.

I have records that traverse a set of phases - and during the entering phase, I want to allow adding New entries to that record. But after all the entries are added via the details view, and the master record is marked Entered, I want to disable the ability to add New records on the details view. I'd like to have a custom rule for that details view that disables the New button based on data in the linked Master Record.

Right now I do this with validation rules to prevent actually adding the new detail record to the master record, when the master record is Entered or Closed. But it would be nicer and more intuitive for users if the New button were simply not there at all when they're not able to add new detail items.
ID
356
Category
User Experience
Author

Nathan Phillips (CW)
Date Created
8/9/2010 8:34:57 PM
Date Updated
2/7/2014 5:57:45 PM
Status
New Idea
Score
40
Promoted By
martin oliverbasenineRick Cogley
Nathan Phillips (CW)
Comments
Rick Cogley 8/14/2010 4:08:28 AM
Agreed. This also means, less training and documentation.
We have found many neat ways to put documentation in the system, but it really helps if the system does not "try" to go against that documentation. Having New there, implies it is usable.

Regards,
Rick

basenine 2/7/2014 3:11:01 PM
Agreed - I'm just in a situation at the moment where this will help. I've been using a Validation rule to stop further records being added to the main record - i.e. Main record has a $1000.00 balance....I create 4 Invoices for $250.00....I shouldn't be able to create another invoice as there is nothing left to invoice - create Validation Rule to "Surprise" the user with:
"Cannot create a new Invoice as their is nothing left to Invoice!! Well done 😉 ... Please press Cancel. Or you may want to Create and Accept a Variation to the Contract/Order before adding a new Invoice."

Trouble is, we can't even "edit" existing records and 'Save". My other trouble now is that I can't send an Emailed Invoice via a workflow without the Validation Rule taking over....
In the middle of creating laborious Work Around now 😞

basenine 2/7/2014 3:22:47 PM
An easy enough workaround:
Created a Column called "Email Invoice When Balance is $0.00" (Set default to "No", hide from form)
Add condition to Validation Rule: [Email Invoice When Balance is $0.00] is "No" (As well as the other Condition)
"Email Invoice" button/workflow now has Allow user to Edit Columns: Set [Email Invoice When Balance is $0.00] to "Yes"

Done.

Two things here:
1) I like Nathan's idea...it's a lot cleaner to setup and clearer for the User
2) Validation Rules would benefit from more function - like Workflow Triggers where you can select whether a Trigger will work on "When Record is: *Choice of "ADDED, MODIFIED, DELETED"
basenine 2/7/2014 4:49:42 PM
That's an Embarrassing Speeling Error......Their should be There.....I hate that!

*Spelling spelt incorrectly for effect 😉
basenine 2/7/2014 5:57:45 PM
This idea should be possible through Table Access Management and Custom Rule.

However, When I use a formula (created in the way Help suggests - create View, filter options, save, edit, Custom Formula:
http://www.teamdesk.net/help/3.6.aspx
)

I get the message "Columns are not allowed in this context"

The formula I used:
If([Total Balance Outstanding]=0,false,true)
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