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Ways to make a specific field mandatory in the Item Master only for specific users

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Posted on by GR-24021350-0

"In Microsoft Dynamics 365 Finance and Operations, what are the recommended ways to make a specific field mandatory(Vendor item Number) in the Item Master (Released Products)? Can we achieve this by using different categories, such as engineering categories, procurement categories, for example, in some cases, the field should be mandatory only for specific users. What are the best approaches or configurations to handle this kind of scenario? Are there any recommended practices or features in D365 F&O that support enforcing field-level requirements based on user roles or conditions?

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Dynamics 365 Supply Chain Management

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André Arnaud de Cal... 298,808 Super User 2025 Season 2 on at

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Ways to make a specific field mandatory in the Item Master only for specific users

Hi,

As Adis mentioned, you can use personalization for flagging a field to become mandatory, but I would recommend reading my blog about this feature as it has drawbacks. How mandatory is required? - Dynamicspedia

I can understand if you want to have fields mandatory based on particular conditions, like the Vendor item number in case it not a service type of item. Having a field mandatory for users is a weird requirement. What is the reason for having fields mandatory for specific users? If another user will create e.g. a product or clears the field, it is not filled.

In case you need to make fields mandatory based on a field value conditions, you can consider a customization or have a look at the Master Data Management solution from Staedean which also has a configurable tool for field and record validations.

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Adis 5,683 Super User 2025 Season 2 on at

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Ways to make a specific field mandatory in the Item Master only for specific users

Hi,

The standard way is the following.

You can personalize fields and make them required.

When you want to save the form after an update of any field the error message appears (1).

The next step would be to save this personalization under a new view (2) and then publish it for specific roles.

This is how you can meet your requirement.

The drawback of it is, that it doesnt ensure you have all the fields populated. Let me explain this.

In the item master the product lifecylcle state comes from the InventTable. Therefore, when you create a new item and you want to save it, it will check for the required fields on the InventTable.

The vendor item number (external item description here) is another table, therefore, even if you set a field here mandatory, it will not be checked when you save the product\released product after you created it.

With the method I displayed it may work in some scenarios, but not in all.

If the first case doesnt work. Then I would implement checks with Power Automate.

That means:

-When an item is created or reaches a certain life cycle status a flow is triggered (You may need to create\develop a business event for it)

-The required fields are checked if they are empty (You may need to create\extend the entities in order to get the data from D365FO to Power Automate)

You could also customize D365FO. However, I would always leave the standard if possible and go with the solution with Power Automate, even if the effort is the same or slightly higher.

You are much more flexible in the long run, you stay in standard, which means MS will support you as you dont have custom code, risk of having issues with future updates is minimized.

Kind regards, Adis

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