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Users with Templates permission can manage existing rules in a Form Template using the Rules Builder. This allows users to update a rule's conditions and actions, activate or deactivate rules, or permanently delete rules that are no longer required.
Changes made to rules are applied immediately to the template and will take effect on all active Forms once the Form Template is saved.
This feature is currently in beta. Learn more about beta registrations.
Editing a rule
Editing a rule allows you to change how a Form responds to the information entered by users.
When using a sample Form Template, you may need to customise the fields to suit your practice's requirements. If an existing rule refers to a field that you've replaced with a different field, you can update the rule to use the new field.
For example, a sample Employee Onboarding Form may include a field called Equipment Required. Your practice may replace this with a field called Laptop Required. You can update the existing rule so that the additional laptop-related questions are displayed based on the new field.
- From the Form Template Builder, select Logic - Rules Builder.
- From the Rules Builder list, select the rule you want to update.
- The existing rule configuration is displayed, including its Name, Description, Conditions, and Actions.
- Update the rule as required using the options below.
Update the Name of the rule
Update the Name to reflect the purpose of the rule. This helps identify the rule, particularly when a Form Template contains multiple rules, or changes are made to the rule.
- In the Name field, update the name.
Edit the Condition
Conditions determine when a rule applies. You can change the field being evaluated, the type of comparison, or the value used to trigger the rule.
To update a condition, where applicable:
- Review the logic used to evaluate them:
- AND: All conditions must be met for the rule to be true.
- OR: At least one condition must be met for the rule to be true.
- Select a different field from the drop-down, if required. Start typing the field's Name or Label to locate it.
To add another condition, select Add Condition and configure the additional condition. - Update the Condition, for example, from Is Not Empty to Equal.
- Update the Value, where applicable.
Fields used in conditions must not begin with special characters, including [, {, (, *, or _. These fields must be renamed before they can be used successfully in a condition.
Update the Actions
Actions determine what happens when the rule's conditions are met or not met. You can change the action performed or select a different field, group of fields, or panel.
There are two action sections:
- 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.
You can configure actions for either or both outcomes.
To update an action, where applicable:
- Locate the action you want to change.
- Update the Action Type:
- 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
- Update the target field. For example, replacing a field from a sample form with the appropriate custom field relevant to your practice.
Saving and testing the rule
- When you have updated the conditions and actions, select Save Rule.
- The saved rule displays in the list of rules for the current Form Template.
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.
The field that the rule applies to is displayed in the Form Template Builder so you can easily see which rule has been applied to which field.
Deactivating a rule
New rules are automatically set to Active. Deactivate a rule when you don't want it to apply to Forms based on the Form Template.
- Locate the rule in Rules Builder.
- Select the status toggle beside the rule name to deactivate the rule.
The rule is marked as Inactive and no longer applies to active Forms. Changes made while the rule is inactive apply when the rule is set back to Active and the Form Template is saved.
Deleting a rule
Deleting a rule permanently removes it from the Form Template. 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:
- Locate the rule in Rules Builder.
- Select the Bin icon next to the rule you want to remove.
The rule is deleted from the Form Template and no longer applies to new Forms created from the template.