Configuring Compliance Fields
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      1. Firefish Software Help Centre
      2. Compliance
      3. Configuring Compliance Fields

      Create Candidate Compliance Details

      Professional and Enterprise Customers can create and manage compliance details by adding custom fields to candidate records. Configure dropdowns, text, date, and document fields, set mandatory fields, and enable follow-up reminders.

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      Overview

       

       

      Compliance details allow you to add custom fields to a candidate record for tracking essential compliance information. These details can include proof of address, right-to-work documents, DBS checks, or industry-specific compliance requirements.

      Super Users and Compliance Users can manage compliance details by navigating to: Settings > People Configuration > Compliance Details

      Compliance Details Page

      To add a new compliance detail:

      1. Navigate to the Compliance Details page.
      2. Click the Add button at the bottom of the page.
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      3. A side panel will open where you can:
        • Enter a Name for the detail.
        • Select field types to enable for this compliance detail.

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      Each compliance detail can include a combination of one of each field types:

      • Dropdown
      • Text
      • Date
      • Document

      You will see all the compliance details in the Details tab of a candidate’s record.

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      You can also enable the compliance detail to be available on the registration workflow. You can also set fields as mandatory if required.

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      💡Pro Tip: You can control a candidate's access to a detail field using the Candidate Portal dropdown:

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      • Read Write: Candidates and users can both view and edit the detail.
      • Read Only: Candidates can view the detail, but only system users can edit it.
      • Hidden: Only system users can view and edit the detail; candidates cannot see it.

       

      ⚠️NOTE: Mandatory Fields require a value, if the field is incomplete, you must complete it before navigating away from the Details tab of the candidate record.

       

      Dropdown Field

      A dropdown field allows users and candidates to select from predefined values.

      To add a dropdown field:

      1. Request a new dropdown by clicking the Request a Dropdown button.

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      2. This will notify Support, who will assist in setting up the dropdown options (typically within 24-48 hours).
      3. Once set up, the dropdown will be available for selection in the compliance detail.

      ✏️ Note: You can update the values in your drop down by going to - Settings > System Configuration > Drop Downs > Candidate Details
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      For more information please read our Managing Drop Downs article

      Text Field

      A text field is a free-text input where users or candidates can enter any text or numeric values. This is useful for data that does not fit into a predefined list of options.


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      The Label box allows you to customise the text field placeholder text, making it clear for users what you expect them to provide.

      Date Field

      A date field enables users or candidates to select a specific date. This is ideal for details with expiration dates.


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      The Label box allows you to customise the date field placeholder text, making it clear for users what the date relates to.

      Follow-Up Options

      Date fields can have follow-up reminders set up using:

      • Set Reminder: Creates a follow-up task on the To-Do list a specified number of days/weeks/months/years before the selected date.
      • Recurrence: Automatically creates a recurring follow-up item at specified intervals.

      Document Field

      A document field allows users to upload and store files against a compliance detail. Users most typically use the document field for storing scanned copies of passports, birth certificates, or other verification documents.

       

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      Editing a Compliance Detail

      You can edit compliance details by navigating to the Compliance Details page and selecting the blue pencil icon next to the relevant detail. Users can modify the name, field types, and mandatory settings as needed.

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      Deleting a Compliance Detail

      A compliance detail can be removed or permanently deleted.

      Removing a Compliance Detail

      1. Click the red cross next to the detail.
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      2. A confirmation popup will appear.
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      3. Confirm the removal to disable the compliance detail.

      You can reinstate or permanently delete removed compliance details:

      • Reinstate: Click the arrow icon to restore the detail.
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      • Permanently Delete: Click the bin icon.
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      🚨Permanent Deletion 🚨

      Before permanently deleting a compliance detail, you must confirm the number of records using this detail. The Confirm button remains greyed out until you enter correct number of records, ensuring you cannot accidently the compliance detail.

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      By following these steps, you can effectively manage compliance details within your system, ensuring you accurately record and maintain all necessary candidate compliance information.