Summary
This article explains how to configure fields as mandatory in Assure module forms, ensuring users must complete specified information before saving records. Administrators use Caption Maintenance to control field requirements for any module, including Incident, Activity Risk, and other forms across the platform. This applies to the main Assure system only.
Prerequisites
Role required: System Administrator or user with Manage Caption Maintenance Supervisor Privilege and Manage Module Settings Supervisor Privilege
Access required: Settings menu access in Assure
System location: Assure web application (not available in AssureGO+)
Problem / Intent
Organisations need to ensure specific data fields are completed when users submit forms such as Incident Records or Activity Risk Assessments. Without required field configuration, incomplete records may lack critical information for compliance, reporting, or safety analysis. This article shows administrators how to enforce data entry for key fields.
Steps
1. Navigate to Module Setup
1.1. Log in to Assure with an account that has Manage Caption Maintenance privilege.
1.2. Click Settings (top navigation bar).
1.3. Select System Configuration from the left menu.
1.4. Click Module Setup.
1.5. The Module Setup screen displays all available modules grouped by category (e.g. Incident, Risk, Audit).
2. Select the Module to Configure
2.1. Locate the module you wish to configure (e.g. Incident Record, Activity Risk Assessment).
2.2. Click the Menu Cog icon (gear icon) on the right side of the module row.
2.3. Select Captions from the dropdown menu.
3. Add a New Caption Entry for the Field
3.1. On the Caption Maintenance screen, click the New button (green button, top right).
3.2. The new caption configuration form opens.
4. Select the Field to Make Mandatory
4.1. Click the Property Name dropdown field.
4.2. Scroll through the list and select the field you wish to make mandatory (e.g. "Description", "Date of Incident", "Risk Rating").
4.3. The Display Text field will auto-populate with the field name. You may edit this text if required (this is the label users see on the form).
Note: Some fields include identifiers such as or . If present, delete these from the Display Text field before saving.
5. Configure the Field as Mandatory
5.1. Locate the Is Mandatory checkbox.
5.2. Tick the Is Mandatory checkbox to enforce completion of this field.
5.3. (Optional) Enter Guidance Text to assist users in completing the field correctly.
5.4. (Optional) Choose Guidance Text Display (Popup or Static) if guidance has been added.
5.5. Ensure Display in Interface is ticked (default) so the field appears on the form.
6. Save the Configuration
6.1. Click Save & Close.
6.2. The Caption Maintenance screen refreshes and displays the newly configured field in the list.
6.3. Users will now see a red asterisk (*) next to the field label on the form, indicating it is mandatory.
7. Verify the Change
7.1. Navigate to the module (e.g. Incident Record or Activity Risk Assessment).
7.2. Click New to create a new record.
7.3. Confirm the field displays with a red asterisk (*) and cannot be bypassed when saving.
Notes & Warnings
Warning: Setting a field as mandatory prevents users from saving records until the field is completed. Ensure mandatory fields are genuinely critical to avoid hindering workflow efficiency.
Note: Mandatory field configurations apply going forward only. Existing records saved before the change are not retroactively affected.
Note: Mandatory fields set in Caption Maintenance are not respected by the Customer API unless explicitly stated in API documentation. Review API behaviour separately if using automated record creation.
Note: If a field is set as mandatory for a module used in AssureGO+ questionnaires, ensure the field is included in the questionnaire configuration or the record will enter the Portal Queue for manual processing.
Note: Changes to Caption Maintenance take effect immediately. No system restart or delay is required.
Examples
Example 1: Incident Record - Make "Incident Type" Mandatory
Scenario: An organisation wants to ensure all Incident Records have an Incident Type selected before submission.
Steps:
- Navigate to Settings > System Configuration > Module Setup.
- Find "Incident Record" in the list.
- Click the Menu Cog icon and select Captions.
- Click New.
- Select "Incident Type" from the Property Name dropdown.
- Tick Is Mandatory.
- Click Save & Close.
Result: Users creating an Incident Record must select an Incident Type before the record can be saved. The field displays with a red asterisk (*).
Example 2: Activity Risk Assessment - Enforce "Risk Rating" Completion
Scenario: An EHS team requires every Activity Risk Assessment to include a Risk Rating for reporting compliance.
Steps:
- Navigate to Settings > System Configuration > Module Setup.
- Select "Activity Risk Assessment".
- Click the Menu Cog icon and select Captions.
- Click New.
- Choose "Risk Rating" from the Property Name list.
- Tick Is Mandatory.
- Add Guidance Text: "Select the appropriate risk rating based on the risk matrix."
- Choose Static for Guidance Text Display.
- Click Save & Close.
Result: The Risk Rating field is now mandatory and displays inline guidance to assist users.
Example 3: Making Multiple Fields Mandatory
Scenario: A safety officer wants both "Date of Incident" and "Location" to be mandatory on Incident Records.
Steps:
- Repeat Steps 1-7 above for "Date of Incident".
- Click New again on the Caption Maintenance screen.
- Repeat Steps 4-6 for "Location".
- Save both configurations.
Result: Both fields display with red asterisks and must be completed before the Incident Record can be saved.
Troubleshooting
| Symptom | Cause | Resolution |
|---|---|---|
| Field does not appear as mandatory after configuration | The Display in Interface checkbox was not ticked, or the field was not saved correctly | Return to Caption Maintenance, edit the field, ensure Display in Interface and Is Mandatory are both ticked, then save |
| Users report they cannot save records after making a field mandatory | The field is now required but may not have been communicated to users, or existing draft records lack the data | Notify users of the change. Advise them to complete the mandatory field. Existing draft records must be updated or deleted |
| Mandatory field configuration does not apply to API-created records | Mandatory field settings in Caption Maintenance are not always enforced by the Customer API | Review the API documentation for the specific module. Ensure the API request includes the mandatory field value |
| The Property Name dropdown does not show the field I need | The field may not be available for the selected module, or it is already configured | Verify you have selected the correct module. Check the existing caption list to see if the field is already configured. Contact Evotix Support if the field is missing |
FAQ
Q: Can I make custom fields mandatory using Caption Maintenance?
A: No. Caption Maintenance configures only the fields that are part of the standard module form structure. Custom fields added via other methods must be configured separately.
Q: What happens if a user tries to save a record without completing a mandatory field?
A: Assure displays a validation message prompting the user to complete the mandatory field. The record cannot be saved until the field is filled in.
Q: Can I remove a field from being mandatory once configured?
A: Yes. Return to Caption Maintenance, locate the field in the list, click Edit, un-tick the Is Mandatory checkbox, and save. The field will no longer be required.
Q: Does making a field mandatory affect existing records?
A: No. Mandatory field enforcement only applies to new records or records edited after the configuration change. Existing records remain unchanged.
Q: Can mandatory fields be configured for forms in AssureGO+?
A: Mandatory field requirements set in Caption Maintenance apply to the module in the main Assure system. If the field is included in an AssureGO+ questionnaire and is mandatory, it must be completed for auto-processing. If not completed, the record enters the Portal Queue.
Q: Will mandatory fields show in all Organisational Units?
A: Yes. Caption Maintenance changes apply system-wide across all Organisational Units for the selected module.
Related Articles
-
How to Configure Questionnaires (Includes guidance on field configuration for AssureGO+ questionnaires)
https://shesoftware.zendesk.com/hc/articles/360011892499 -
Supervisor Privileges (Explains the required privileges for Caption Maintenance access)
https://shesoftware.zendesk.com/hc/articles/5364678256530 -
Overview of Claims Management using the Assure Customer API (Describes how mandatory fields interact with API record creation)
https://shesoftware.zendesk.com/hc/articles/14233971669404 -
Welcome to AssureGO+ (Explains how mandatory fields appear in AssureGO+ forms)
https://shesoftware.zendesk.com/hc/articles/360012960680 -
Adding a link to the Person Register to the Audit Module (Example of enabling caption fields for specific modules)
https://shesoftware.zendesk.com/hc/articles/9650554147868
AI Metadata
Product Area: System Configuration, Module Setup
User Role: System Administrator, Configuration Manager
Tags: Caption Maintenance, Mandatory Fields, Module Setup, Forms, Data Validation, Field Configuration, Assure, Required Fields, Data Entry, Incident, Activity Risk, Form Validation, System Configuration
Version/Region: All Assure versions, all regions
Important synonyms: Required fields, compulsory fields, must-complete fields, enforced fields, caption configuration, field setup
Suggested embedding keywords: make field mandatory assure, caption maintenance assure, required field configuration, mandatory form fields, enforce data entry assure, configure mandatory field assure, module setup captions, is mandatory checkbox assure, property name field assure, incident form required fields, activity risk mandatory fields
Relevant modules: All Assure modules (Incident Record, Activity Risk Assessment, Job Hazard Analysis, Audit modules, Hazard Spotting, and others). This is a cross-module configuration capability. Changes made in Caption Maintenance for one module do not affect other modules.