Unique Fields

Unique Fields allow you to configure specific fields in a project to accept unique values only. This helps maintain data integrity, prevents duplication, and ensures accuracy across all projects and records.

Example

Consider the Product Code field. If this field is configured as a unique field, users cannot enter duplicate values for it.

For example:

• A user creates a packaging project with the Product Code PROD-00123.
• Later, another user attempts to use the same Product Code for a different project.
• The system prevents this action, ensuring that each Product Code remains unique and eliminating the risk of duplication or confusion.

Unique Fields – Important Considerations When configuring Unique Fields for the first time, you can select and save the required fields together. Note: After the first save, you cannot add additional fields to the list of unique fields if a project has already been created using those fields. Unique fields can be added or edited only when no project is created after configuration. For example, if you configure two fields as unique, save the configuration, and initiate a project, you cannot add the remaining three fields later, even though the maximum limit is five. Any field configured as a Unique Field automatically becomes mandatory wherever it is used in the system. Users must provide a value for all unique fields before initiating a project. Unique fields will automatically added to the workflow or project template and are enforced in addition to existing mandatory fields. Important: Configure unique fields carefully, as they directly impact project creation and cannot be modified or expanded once projects are initiated.

Note:  Once a project is initiated, configured unique fields cannot be removed or modified. You cannot add new or edit existing unique fields after a project has been created using the configured fields. You can configure up to five unique fields. During first-time configuration, unique fields can be set at any time, provided no duplicate values exist for the selected fields across In Progress projects.

How do I set up a Unique field(s)?

Set Up Unique Field(s)

01. Access the Admin Module

1. Sign in to your ManageArtworks account.
2. Navigate to the Admin module.
3. Select Unique Field.

02. Configure Unique Field(s)

Once selected, the Unique Fields pop-up appears. 

1. Select the fields you want to configure as unique.
   Note: You can select up to max of 5 fields. Only metadata fields with Use as Collection and Auto-Update to Master enabled appear in the list. Ensure both options are enabled for the fields you want to configure as unique. For details on how to enable these options, refer to Manage Metadata Fields. 
2. Use the drag icon (::) to rearrange the selected fields in the preferred order.
   Note: The order is for reference only and does not affect project behavior or validation.

03.Finalize the Configuration

1. Select Save to finalize the unique field configuration.

Note: If you encounter conflicts while saving, existing duplicate values may already exist for the selected fields. For more information, see Handling Existing Duplicates Before Enabling Unique Fields.

Handling Existing Duplicates Before Enabling Unique Fields

If duplicate values already exist in any In Progress projects, ManageArtworks does not allow you to save the unique field configuration.

For example, if the Product Code field contains the same value (PROD-00123) in multiple projects:

• Project A → PROD-00123
• Project B → PROD-00123

and you attempt to configure Product Code as a unique field, the system blocks the configuration because duplicate values already exist.

When this happens, an additional option, View Conflicts, becomes available.

View Conflicts

1. Select View Conflicts to review the duplicate records identified in the system.
2. The Conflicting Records view displays the following details:
   • Request Number
   • Workflow Type
   • Field Values that are duplicated

Resolve Duplicate Values

Based on the information shown in the conflict view, you can resolve duplicates using one of the following approaches:

1. Option 1: Update duplicate values manually
   1. Open the affected projects.
   2. Update the duplicate field values so that each value is unique.
   3. Return to the Unique Fields configuration and set up the field as unique.
2. Option 2: Complete existing projects
   1. Complete the projects that contain duplicate values.
   2. Once no In Progress projects contain duplicates for the selected field, configure the field as unique.
   3. After all duplicates are resolved, you can successfully complete the unique field configuration.