Form Rules let you automate actions within a specific form, streamlining data entry, validation, and behavior based on user input. This article walks you through how to create, modify, and manage rules within App Designer and Work Item Forms. These rules apply only to the form they're created in. For broader automation across multiple forms, refer to Process Automation.
- On the top menu bar, click System Management (
) > Administration > Work Management > App Designer - On the App Summary page, click the form you want to modify
- From the tabs at the top, click Rules
- On the Rules tab, click +Add Rule
- A new rule appears in a white row above the If and Then rows
- Name the rule. By default, the rule name is set to "New rule name"
- Click on the name to rename it. Result: The If and Then rows disappear
- Click outside the name and inside the white row containing the rule name. Result: The If and Then rows reappear
Create the If and Then statements:
- Click Add "If" Statement
- Click Add "Then" Statement
For details, see Modify Rule, step 3, below
- On the Rules tab of the form, click the Rule Name. Result: The Rule tab opens
- On the Rules tab, in the Rule Name column, click the rule to modify it
In the rule, click the If or Then statements:
IfIn the If statement, define the criteria to be met so that the actions in the Then statement take place. Multiple If statements are allowed.
- In the Choose Field list, click a field or search to choose the field from the form. The Select Field list shows the fields in the form by display name
In the Operator list, choose the operator used to process the field or the value in the field. The operators are determined by the field type, but the Select Field list shows the fields by display name. To see what field type a field is, go to the Form tab, find the field in the Display Name column, then look in the Field Type column
Field Type Operator Value Calculation Between
= (equals)
> (greater than)
>= (greater than or equal to)
< (less than)
<= (less than or equal to)
! = (not equal)
- Operators relate to the value in the field
- In order to use a Calculation field in a rule, its Formula field must be numeric (Basic Math, Time Span). If the Formula field is Date or Text, the Calculation field cannot be used in rules
Currency Changes
= (equals)
> (greater than)
>= (greater than or equal to)
< (less than)
<= (less than or equal to)
! = (not equal)
- Changes: The system detects any change in value in field
- Other operators relate to the value in the field
Date/Time Changes
= (equals)
> (greater than)
>= (greater than or equal to)
< (less than)
<= (less than or equal to)
! = (not equal)
- Changes: The system detects any change in value in field
- Other operators relate to the Creation Date/Time and Current Date/Time fields, as well as any other Date/Time fields
Due Time Changes
= (equals)
> (greater than)
>= (greater than or equal to)
< (less than)
<= (less than or equal to)
! = (not equal)
- Changes: The system detects any change in value in field
- Other operators relate to the Creation Date/Time and Current Date/Time
Email Changes
Contains
Does Not Equal
Ends With
Equals
Starts With
- Text string / alphanumeric characters
Number Changes
= (equals)
> (greater than)
>= (greater than or equal to)
< (less than)
<= (less than or equal to)
! = (not equal)
- Changes: The system detects any change in value in field
- Other operators relate to the value in the field
Multiple Choice Changes
Is
Is Not
- Changes: The system detects any change in value in field
- Is: Values from list or check box in field
Phone Number Changes
Contains
Does Not Equal
Ends With
Equals
Starts With
- Text string / alphanumeric characters
Text Changes
Contains
Does Not Equal
Ends With
Equals
Starts With
- Text string / alphanumeric characters
Yes/No Changes
Is
Is Not
- Changes: The system detects any change in value in field
- Is: Values from list or check box in field
Field types that cannot be used in the If statement
Field Type Description Add Photo Cannot be used in the If statement. It can be displayed in the Then statement of a Yes/No field's rule Barcode Cannot be used in rules Child Metric Cannot be used in rules Component Cannot be used in rules Data List Cannot be used in rules Location Cannot be used in rules Mailing Address Cannot be used in the If statement of a rule. It can be displayed in the Then statement of a Yes/No field's rule Related Items Cannot be used in rules Signature Signature field types cannot be used in the If statement of a rule. They can be displayed in the Then statement of a Yes/No field's rule Statement Cannot be used in the If statement. It can be displayed in the Then statement
ThenIn the Then statement, define the action that takes place when the criteria in the If statement are met. Multiple Then statements are allowed.
In the Action list, choose the action that results from meeting the criteria in the If statement:
Action Description Copy Copies the value in a field you choose into another field you choose. When copying into fields with specified values, such as Multiple Choice, the copied field’s value must match the value in the destination field exactly. For example, copying from a Text field into a Multiple Choice field’s Option field containing the value "Regional," the Text field's value must be "Regional." Disable Makes the field read only. The value in the field can be seen, but not changed Display Makes the field appear in the form Require Makes the field required before saving. This action overrides the Required setting in Field Types Set Changes the value in the field to whatever you choose as the Set value - In the Choose Field list, click a field or search to choose the field to be copied, displayed, or required
- Optional. Add additional rules, if needed
- Save and other final actions: See Saving and Publishing
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