Creating rules for Forms (beta)

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

Each Form Template has its own set of rules. Rules created for one Form Template don't apply to other Form Templates.

Opening Rules Builder

To open Rules Builder:

1. Navigate to Knowledge - Templates.
2. Select a Form Template and select Edit. 
   If you use multiple Microsoft accounts in your browser, select the Microsoft account relevant to your logged-in FYI profile.
3. The Form Template Builder opens in a new browser tab.
4. In the top right-hand corner, select Logic, then select Rules Builder. 
   
5. Rules Builder opens. 
   

Creating a rule

Rules use conditions and actions to control the behaviour of a form.

• Conditions determine when the rule applies.
• Actions determine what happens when the condition is true or false.
• Targets determine which field, group of fields or panel is affected by the action.

For example, you can create a rule that hides the Postal Address panel when a user indicates that their postal address is the same as their physical address.

When structuring rules, create each rule based on the field being controlled rather than the response that triggers the change. This makes rules easier to maintain and helps reduce conflicting or duplicated logic.

Rules can be created when setting up a Form Template or added to an existing template.

From Rules Builder:

1. Select Create Rule. If you haven't created a rule for the Form Template before, you can also select New Rule from the left-hand side. 
   
2. Enter a Rule Name that clearly identifies what the rule does.
   
3. Apply Conditions and Actions for the rule.
4. Save and test the rule.

Adding conditions

Conditions determine when the rule applies. Conditions can use fields available on the form, including Text fields, Checkboxes, Drop-downs and Radio Groups.

Fields used in a condition must not begin with a special character, including [, {, (, * or _. Rename the field before creating the condition. Otherwise, the condition will always be evaluated as false, regardless of the value entered.

To add a condition:

1. Select the Logic option:
   • AND: All conditions must be true before the action runs.
   • OR: At least one condition must be true before the action runs.
   • 
2. Select a field from the drop-down. Start typing the field name or label to find a field.
   
3. Set the Condition. For example, Is Not Empty.
   
4. Set the Value, where applicable. For example, when the condition is Equal, enter the value to compare against.
5. To add another condition, select Add Condition and configure the additional condition.
6. Create an action for the rule.

Creating actions

Actions determine what the form does when the conditions are met or aren't met. Actions can target individual fields, groups of fields or entire panels.

You can configure actions for when a condition is true, false or both.

• If condition is true: The action runs when the condition is met.
• If condition is false: The action runs when the condition isn't met.

For example, you can hide the Postal Address panel when the user indicates that their postal address is the same as their physical address.

To add an action:

1. Select the Action Type:

   Action	Details
   Show	Displays the selected target field
   Hide	Hides the selected target field from view
   Enable	If the target field is read-only, it can be edited
   Disable	The target field will be made read-only
   Set Value	Apply a specific value to the target field

2. Select the target. For example, select Postal Address Panel to hide the entire panel when the condition is met.
   
3. To add another true or false action, select Add Action in the applicable section and configure the additional action.
4. Save the rule.

Saving a rule

1. When you have configured the conditions and actions, select Save Rule. 
   
2. The saved rule displays in the list of rules for the current Form Template.
   The field that the rule applies to is also displayed in the Form Template Builder so you can identify which rule has been applied to which field.
   

A saved rule applies only to the current Form Template and is automatically set to Active. If you're still configuring the rule, deactivate it until the rule is complete.

Testing a rule

Use Test Form to preview the current form and verify how your rules behave before using the Form Template.

Save the rule before testing it.

1. From Rules Builder, select Test Form on the right-hand side. 
   
2. A preview of the form displays.
3. Enter values, select options or update fields to verify how the rule is applied.
4. Select Edit Rule to make changes to the rule.
5. Return to Test Form to continue testing. Information previously entered in the test form is retained when moving between the rule and Test Form.