There’s a single field in the master data information setup that relates to the replicate functionality, except of course for the replicate functionality in itself.
Master data information setups in Business Central include a single field that affects how the replicate functionality works, aside from the replicate functionality itself. This field is “Also Insert Information Value.” When you enable it, users can create new values in an information list on the fly, simply by typing them into the field. By default it is turned off, so users get an error if they enter a value that is not already on the drop-down list. Whether you turn it on is a policy decision, because it lets users expand your predefined value lists themselves.
How information value lists normally work in master data information setup
In a master data information setup, you can define a list of allowed values for a field. As an example, a material field might have a drop-down list with aluminum, plastic, and steel.
If a user tries to enter a value that is not on the list, like wood, the system rejects it. You get an error telling you that the value does not exist on the drop-down list. This keeps the data clean and consistent, because users can only pick from the values you have defined.
The “Also Insert Information Value” field
Inside the master data information setup, there is a field called Also Insert Information Value. This is the one field, apart from the replicate functionality itself, that relates to how replicate works.
When you check this field, the behaviour changes. Now a user can type a value directly into the field, even if it does not exist on the list yet. Instead of getting an error, the user adds the new value to the list. In the material example, typing wood would add wood as a new option on the information value list, and it stays there for future use.
Decide whether users should be able to add values
This setting gives users the power to extend your value lists on their own. That can be convenient, but it also means your controlled lists can grow in ways you did not plan for.
Before you enable it, you should have a clear policy. Think about whether your users should be allowed to create new information values themselves, or whether that should stay in the hands of a smaller group who manages the master data. The field is straightforward to switch on, but the consequences for your data quality are worth considering first.
Q&A
What does the “Also Insert Information Value” field do?
When you enable it in the master data information setup, users can create new values in an information list on the fly by typing them directly into the field, instead of being limited to the values already defined on the drop-down list.
What happens if this field is turned off?
If a user enters a value that is not on the predefined drop-down list, the system shows an error stating that the value does not exist on the list. Users can only select existing values.
Should you enable the “Also Insert Information Value” field?
That depends on your data governance policy. Enabling it lets users expand your value lists themselves, which can be useful but can also reduce control over data quality. Decide first whether your users should be allowed to create new information values before turning it on.