Creating and Managing Rules for Forms (Beta)

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When creating a Form Template, rules can be added to dynamically display fields based on how users complete the form. Applying rules lets you control the behaviour of a form without having to create multiple versions of the same template.

Each Form Template includes its own set of rules.  When a new form template is created, new rules are created for that specific form. 

This feature is currently in beta. Learn more about beta registrations.

This article explains how to create rules for existing Form Templates. To create a Form Template, refer to Creating Templates for Forms.

The structure of a Form is determined by the Form Template. 

When a Form Template is edited, all active and submitted forms based on that template are automatically updated. This may affect existing field values or associated automations. It is recommended to first create a copy of a template to ensure that changes are not applied to active Forms.

Opening the Rules Builder

  1. Navigate to Knowledge - Templates.
     
  2. Select a Form template and click the Edit option.
    Note: If you use multiple Microsoft accounts in your browser, you will be asked to choose a Microsoft account. Ensure you select the Microsoft account relevant to your logged-in FYI profile.
     
  3. The Form Template Builder window will open in a new browser tab.
     
  4. In the top right-hand corner, click Logic, and then select Rules Builder.
    4733_forms_select_rules_builder.gif

  5. The Logic Builder window will open in a new window.

    4766_Forms_Logic_builder_window.gif

Creating a Rule

The Rules Builder within a Form Template is used to create and configure rules by defining the conditions that trigger an action and the behaviour that follows.

Rules can be created as part of the initial Form Template creation or added to an existing template. 

When structuring rules, create each rule based on the field itself, rather than the response that triggers the change. This approach ensures forms are easier to maintain, reduces conflicting logic rules and prevents duplicated rules.

Tip: Once a rule has been created and activated, the rule behaviour can be previewed and verified using the Test Form function.

The following steps outline how to create, configure and save form rules. 

Step 1 - Create a Rule

To create a rule, from the Logic Builder Window:

  1. Select Create Rule.
    Tip: If you haven't created a rule for this form before, you can also click New Rule on the left-hand sid

    4767_Forms_logic_builder_create_rule_button.gif

  2. Enter a Rule Name and Description. These are mandatory fields.
    The Name and Description assist with identifying the rule, especially if the form has several rules and conditions.

    4768_Forms_Logic_builder_name_Description.gif

  3. Move to Step 2 - Add Conditions.
Step 2 - Add a Condition

Conditions determine when the rule should run. You can create conditions using any field available on the form, including Text fields, Checkboxes, Drop-downs and Radio Groups. 

For example, setting the condition for when the client has selected "Postal address same as physical address" field on the form.

To create a condition:

  1. Begin by selecting a Logic option for the condition, on the right-hand side:
    • AND: Everything in the condition must be true.
      For example, if you set two conditions with AND, both must be met before the action runs.

    • OR: At least one of the conditions must be true. If a single condition is met, the action will run.

      4769_forms_logic_select_and_or.gif

  2. Select a field from the drop-down. Fields that have been added to the template will display.
    Tip: Start typing the Name or Label of the field to display.

    4770_forms_logic_condition_field_selection.gif

  3. Set the Condition. For example, "Is Not Empty".

    4771_forms_logic_condition_is_not_empty.gif
  4. Set the Value, where applicable. For example, when the condition is "Equal", add the value.
  5. To create multiple Conditions for a rule, select Add Condition and repeat steps 1 - 3 above.
  6. Move to Step 3 - Add Action.
Step 3 - Create an Action

Actions define what the form should do when the condition is met. Actions can be applied to Individual fields, Groups of fields or entire panels.

4774_forms_logic_action_conditions.gif

There are two types of actions:

  • If condition is true: The Action will run when the condition is met.
  • If condition is false: The Action will run when the condition is not met.

Note: You can set both a true or false condition, or just one. 

For example, hiding the Postal Address Panel section of a form when the condition that the "Postal address same as physical address" is Not Empty.

To Add an action:

  1. Select the Action Type:
    • Show

    • Hide

      4772_forms_logic_action_is_not_empty.gif

  2. Select the target field. For example, select 'Postal Address Panel' to hide the whole panel when the condition is met.

    4773_forms_logic_action_target_field.gif

  3. To create multiple True or False Actions, select Add Action from the applicable section, and repeat steps 1 and 2 above.
  4. Move to Step 4 - Save the Rule.
Step 4 - Save the Rule

When you have applied a Condition and set your Actions, select Save Rule.

4775_Forms_logic_builder_save_rule_button.gif

The Logic Builder window will display a list of saved rules on the right-hand side.

4776_Forms_logic_builder_saved_rule_list.gif

When rules are saved:

  • They are saved within the current form template only.
  • Automatically set to Active.
    Tip: Rules can be saved as you build them, but will automatically be set to Active. Ensure the rule is marked inactive until it has been created in its entirety.

Testing Rules

The Test Form tab within the Rules Builder allows you to test the rule behaviour using an interactive preview of the current form.

Once a rule has been created, ensure that it is saved before testing the form. To test the form:

  1. From the Rules Builder, select Test Form on the right-hand side.
    4996_forms_logic_builder_test_form_icon.gif
     
  2. A preview of the form will be displayed.
     
  3. Enter values, select options or make updates to fields to check how the rule will be applied.
     
  4. Select Edit Rule to make any changes to the rule.
     
  5. Return to the  Test Form tab to continue testing.
    Note: Any information previously entered into the test form will be retained when moving between the Rule and the Test Form.

Displaying Rules

Each Form Template includes its own set of rules. 

To view rules specific to a form:

  1. Navigate to the Knowledge Workspace and select a Form Template.

  2. Click Edit to open the Form Template Builder, then select Logic - Rules Builder.

The Rules Builder displays a list of all rules created for that form template. The list, displayed on the right-hand side, includes:

  • Name - The name of the rule.

  • Description - Summary of what the rule does.

  • Status Toggle - When Active the toggle is "Green". If the status is Inactive the toggle is "Grey".

  • Conditions – Number of conditions included in the rule. For example one condition will display "1 cond".

  • Actions – Number of actions performed by the rule. For example on action will display "1 act".

To make changes to a rule, refer to Editing Rules.

Editing Rules

Rules are managed individually for each Form Template.

To update a rule:

  1. Navigate to the Knowledge Workspace and select a Form Template.

  2. Click Edit to open the Form Template Builder, then select Logic - Rules Builder.

  3. Select a Rule from the right-hand side. The Rules Builder will display.

  4. Edit any fields, as required.

  5. Click Save Rule to apply your changes.

Important: Updates are applied immediately to the rule and will take effect on all active Forms, once the Form Template is saved.

Disabling a Rule

When a rule is created, it is automatically set to Active. To deactivate a rule:

  1. Navigate to the Knowledge Workspace and select a Form Template.

  2. Click Edit to open the Form Template Builder, then select Logic - Rules Builder.

  3. The Rules Builder displays a list of all rules created for that form template.

  4. Click the toggle beside the rule name to deactivate the rule.

The rule will be marked as Inactive and will no longer apply to live forms. Any updates made to an inactive rule will apply automatically once the rule is set back to Active and the template is saved.

Deleting a Rule

It is important to note that when a rule is deleted, it will no longer apply to all active, submitted and new forms based on that template. It is recommended to review any existing forms to ensure existing fields are not affected.

To permanently remove a rule from a Form Template:

  1. Navigate to the Knowledge Workspace and select a Form Template.

  2. Click Edit to open the Form Template Builder, then select Logic - Rules Builder.

  3. The Rules Builder displays a list of all rules created for that form template.

  4. Click the Bin icon next to the rule you wish to remove.

    4778_Forms_logic_builder_delete_rule_icon.gif

The rule will be deleted from the template and will no longer apply to any new forms created from it.

 

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