Step 1: Copy the form and set field permissions
Open the Admin Tool, click Forms.
Find the relevant form and click it once.
Click Create a copy of the selected form. The new copy will appear with (Copy) in the name.
Double-click the copied form and rename it.
Click the field you want to change.
On the right, go to the Advanced tab.
Adjust the following settings:
To make the field mandatory: Uncheck Inherit from field, then set Required to
Yes.To make the field non-mandatory: Uncheck Inherit from field, then set Required to
No.To make the field editable: Uncheck Inherit from field, then set Read-Only to
No.To make the field read-only: Uncheck Inherit from field, then set Read-Only to
Yes.
Click OK to save the form.
⚠️ Warning: Do not remove the mandatory setting for standard fields such as SIR, SCR, SWF, Family Leave, Emergency Contacts/Dependents, Pension, Benefits/P11d, or Organisation Charts. These are governed by regulations and must remain as configured.
Step 2: Copy the process and assign the copied form
In the Admin Tool, go to Processes.
Find the process that includes the original form and click it once.
Click Create a copy of the selected process. The Process Configuration window opens.
Rename the new process clearly.
Click the red dot to enable it.
Click the Form tab containing the form you want to replace.
On the right, expand the User Interface section.
Under View, click Change and select the copied form.
In the Update section, tick User is allowed to change record details if the form should be editable.
Click OK to save.
Step 3: Add the copied process to a menu set
In the Admin Tool, go to Menus.
Double-click the menu set where the copied process needs to be added.
On the left, click the section where you want to add it.
On the right, click Add Item > Existing Process.
Use the Filter to find and select the copied process.
Click OK to add it.
Step 4: Disable the original process (optional)
If you don’t want users accessing the original version:
Right-click the menu item for the original process.
Choose Disable.
You’ve now configured the same field to behave differently depending on the user’s menu set.