Form rules overview

Rules for Forms allow users with Templates permission to create dynamic forms that respond to information entered by users. By applying rules to a Form Template, forms can automatically show or hide fields, control whether fields can be edited, and set field values based on responses.

Rules help practices create flexible forms that display relevant information without having to maintain multiple versions of the same template. For example, a form can display additional questions based on a user's response, or hide fields that aren't required.

Getting started with rules

Before creating rules, consider how you want the form to respond to information entered by users. Planning which fields should be displayed, how they relate to each other, and what conditions control them helps create rules that are easier to manage.

• Rules are template-specific: Rules configured for one Form Template don't apply to other Form Templates.
• Identify the action first: Determine what you want the form to do, then work backwards to identify the conditions that trigger the action.
• Understand field visibility: Fields and panels without rules are visible by default. Fields that are controlled by a rule are initially hidden until their condition is met.
• Group related fields into panels: Where multiple fields need to be displayed or hidden together, group them into a panel and apply a rule to the entire panel.
• Use one rule per field or panel: Avoid creating multiple rules that control the same target. Instead, combine conditions within a single rule.
• Avoid duplicating fields: Where the same information is required for different outcomes, use a single field rather than duplicating it across the form or panels.

For detailed information and examples, refer to Creating rules for Forms and Creating a dynamic form using rules.

Managing rules in Form Templates

Rules are configured using Rules Builder in the Form Template Builder. Each Form Template has its own rules, which apply to Forms created from that template.

Users with Templates permission can create, view, and manage rules using Rules Builder. Rules can be configured when creating a Form Template or added to an existing template.

Rules use conditions and actions to determine how a form responds to the information entered. Each rule includes three key components:

• Conditions: Determine when a rule applies, based on the values entered or selected in form fields.
• Actions: Determine what happens when the conditions are met or aren't met.
• Targets: Identify the individual fields, groups of fields, or panels affected by the action.

Creating and testing rules

Rules Builder allows you to define conditions, select the actions to perform, and identify the fields or panels affected. Rules are saved within the current Form Template and are automatically set to Active.

The Test Form option provides an interactive preview so you can enter values, select options, and verify how the rules respond before using the template.

For detailed instructions, refer to Creating rules for Forms.

Identifying fields with rules

The Form Template Builder includes a Show/Hide Rule Badges option to identify fields associated with active rules. Rule indicators are displayed on affected fields and can show when multiple rules are associated with the same field.

This helps you identify fields affected by rules before making changes to a Form Template. You can also open Rules Builder to review the conditions, actions, and status of each rule.

For detailed instructions, refer to Displaying Form Template rules.

Editing, deactivating, and deleting rules

Existing rules can be updated to change their conditions, actions, or target fields. This is useful when customising sample Form Templates or changing the information collected by a form.

Rules can also be:

• Activated: Enable a rule so its configured behaviour applies to Forms based on the template.
• Deactivated: Temporarily prevent a rule from applying without deleting its configuration.
• Deleted: Permanently remove a rule from the Form Template.

For detailed instructions, refer to Editing Form Template rules.