Creating a dynamic form using rules (beta)

Rules allow you to create dynamic forms that display different fields and panels based on the information entered by users. This lets users with Templates permission create a single Form Template to support different responses and show only the information relevant to each scenario.

This article explains how to plan, configure and test rules in a Form Template. Follow the steps to understand how conditions and actions work together, then apply the same approach to your own forms.

Step 1 - Plan the Form Template

Before creating the form and rules, identify which fields are required and how they should respond to the Client Type selected.

In this example, a practice wants to collect information from clients based on the client type selected, using one Form Template. It doesn't include any FYI fields, as it's designed to collect new information from clients rather than pre-populate fields with information already stored in FYI.

This form asks the client to select a Client Type. Based on their selection, the form displays the relevant fields:

• Individual: Display the Personal Details panel.
• Trust, Company, or Super Fund: Display the Organisation Details panel.
• Trust or Super Fund: Also display the Trustee Details panel.
• All client types: Display Contact Details and Address Details.

For this example, the form will contain the following fields and panels:

Step 2 - Create the Form Template

Create a Form Template containing the fields and panels identified in Step 1.

1. From the Knowledge workspace, click Add, then select Form. Give the Form a name and template name, then click Create.
2. From the Form Template Builder, add the required fields and panels identified in Step 1.

Grouping related fields into panels allows you to apply one rule to the entire panel instead of configuring a separate action for each field.

For more information about adding fields and panels, refer to Form Template Builder.

Step 3 - Configure the rules

Once the fields and panels have been created, configure rules to control which panels are displayed for each Client Type.

From the Form Template Builder, select Logic, then Rules Builder.

Display Personal details rule

The first rule displays the Personal Details panel when the selected Client Type is Individual.

1. Select Create Rule.
2. Enter Display Personal Details as the Rule Name.
3. Set Logic to AND, so the rule applies when the condition is met.
4. Add the condition:
   • Select field: Client Type
   • Condition: is equal to
   • Value: Individual
5. Configure the True action:
   1. Action: Show
   2. Target Field: Personal Details panel
6. Select Save Rule.

Display Organisation details rule

This rule displays the Organisation Details panel for Trust, Company, and Super Fund clients.

Rather than creating three separate rules for the same panel, use OR conditions so that any of the three client types can trigger the rule.

1. Select Create Rule.
2. Enter Display Company Details as the Rule Name.

3. Set Logic to OR, so the rules apply when any of the conditions are met. Then, configure the following conditions:

   Field	Condition	Value
   Client Type	is equal to	Trust
   Client Type	is equal to	Company
   Client Type	is equal to	Super Fund

4. Configure the True action:
   1. Action: Show
   2. Target Field: Organisation Details panel
5. Select Save Rule.

Display Trustee details rule

This rule displays the Trustee Details panel when the selected Client Type is Trust or Super Fund.

1. Select Create Rule.
2. Enter Display Trustee Details as the Rule Name.

3. Set Logic to OR, so the rules apply when any of the conditions are met. Then, configure the following conditions:

   Field	Condition	Value
   Client Type	is equal to	Trust
   Client Type	is equal to	Super Fund

4. Configure the True action:
   1. Action: Show
   2. Target Field: Trustee Details panel
5. Select Save Rule.

Postal address rule

The form also needs to collect a separate postal address when it differs from the physical address.

This rule applies to all client types and isn't dependent on the Client Type selected.

1. Select Create Rule.
2. Enter Display Postal Address panel as the Rule Name.
3. Set Logic to AND, so the rule applies when the condition is met.
4. Add the condition:
   • Select the radio-group field: Is your postal address the same as your physical address?
   • Condition: is equal to
   • Value: No
5. Configure the True action:
   1. Action: Show
   2. Target Field: Postal Address panel
6. Select Save Rule.

Step 4 - Test the Form

After saving the rules, use Test Form to verify that the form displays the correct panels for each Client Type.

1. From Rules Builder, select Test Form.
2. Select Individual from Client Type and check that Personal Details is displayed.
3. Change Client Type to Trust and check that Organisation Details and Trustee Details are displayed.
4. Repeat the test for Company and Super Fund.
5. Select Yes for the postal address question and confirm that the Postal Address panel is displayed.
6. Change the response to No and confirm that the Postal Address panel is hidden.
7. If the form doesn't respond as expected, select Edit Rule to review the conditions and actions. Return to Test Form after updating and saving the rule to test again.

The expected results for each Client Type are:

Contact Details and Address Details remain visible for every Client Type. The Postal Address panel is displayed whenever the user indicates that their postal address differs from their physical address.

Step 5 - Review the completed Form Template

After testing, review the rules associated with the Form Template to confirm that each panel is controlled by the intended rule.

1. In the Form Template Builder, enable Show/Hide Rule Badges to identify fields associated with active rules. You can also open Rules Builder to review the name, status, conditions, and actions configured for each rule.

When making further changes to the template, check whether the affected fields are used in existing rules. Editing rules can affect active Forms once the Form Template is saved.