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Acumatica Customization: Unlocking UDFs in Complete Documents

This video explores a common challenge faced by Acumatica consultants: editing User Defined Fields (UDFs) on completed documents, and presents a simple yet powerful solution. 

(a) Challenges: The Locked-Down UDF Dilemma

  • UDFs typically get disabled once a document in Acumatica, such as a sales order or shipment document, is marked “Complete.” This is a standard feature to safeguard data integrity and prevent accidental modifications. 
  • Clients may require the ability to edit UDFs even after a document reaches the “Complete” status. This can pose a significant challenge for consultants who are accustomed to Acumatica’s default behavior. 

(b) Solution: Harnessing the Power of Workflow Editor

  • Acumatica’s Workflow Editor provides a flexible way to customize document lifecycles. This tool allows consultants to define how documents transition through different stages, such as from “Open” to “Pending Approval” to “Complete.” 
  • State Properties within the Workflow Editor act as the rulebook for each stage, dictating field behavior. By accessing the State Properties for the “Complete” stage, consultants can locate the UDF and modify its settings. 
  • Unchecking the “Disabled” checkbox for the UDF in the “Complete” state’s properties enables editing even after the document is finalized. This simple adjustment grants the desired flexibility without compromising data integrity. 

Benefits of this solution: 

  • Enhanced Flexibility: Clients gain the ability to edit crucial information even after a document is marked complete, improving operational efficiency. 
  • Time Savings: This straightforward customization saves time and effort compared to more complex workarounds. 
  • Improved Client Satisfaction: Delivering such a practical solution enhances client satisfaction by exceeding their expectations. 

Tayana Solutions, the largest Acumatica services partner, boasts a team of expert consultants who can help with various customization challenges. They possess extensive experience in tackling unique Acumatica scenarios, including workflows, integrations, and specific business projects. Contact them at 678-910-2774 for assistance.