Gain full control of your Form Fields in each of your Apps by setting them as read-only, mandatory, or even visible to certain team members based on the state of each of them with Form Rules. You will also have the option to reset the value of a given field based on conditions.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only the Administrator can customize Form Rules.
In this tutorial, we will cover the following topics:
- Navigate to Form Rules
- Create Form Rule
- Edit Form Rules
- Deactivate/Activate Form Rules
- Form Rules Examples
Navigate to Form Rules
Open the menu, scroll down, and click on 'Admin Settings'. There click 'App Setup' to display the available options and then select the desired app. There click 'Form Rules'. You can start typing 'Form Rules' to get there faster, just make sure you click the option under the desired app.
Create Form Rule
To get started, click the 'Add New Form Rule' button. Form Rules include 3 different sections:
| SECTION | DESCRIPTION |
| General | Add the description of your form rule and select the Roles that will be limited by the rule. |
| Conditions | Specify the value of a field(s) that will "trigger" the rules. If multiple conditions are added, all need to happen for the Rule to apply. |
| Form Actions |
Three available types: Form Fields, Form Sections, and App Actions. For Fields, you can set a field to be mandatory, read-only, or visible, as well as reset its current value. You can add as many actions as needed. For Sections, you can show or hide the entire section. For App Actions, you can enable (True) or disable them (False). |
Note: Only the Roles selected in the Form rule configuration will be affected by it. If no Roles are added, then the Form Rule will affect everyone.
Conditions
You can add multiple conditions for a single Form Rule. In order for the Form Rule to apply, all the set conditions have to occur.
Within the conditions, you have different options for the Operator according to the Field type.
Form Actions for Fields
There are 5 Form Actions available for fields:
- Mandatory
- Read Only
- Reset
- Visible
- Set Value
Each of the first 4 options in the list above has two possible values: True or False. If you want to make a field mandatory, read-only, visible, or reset its current value, select 'True'. On the other hand, if you are looking for the opposite, select 'False'.
For the 'Set Value' option, the possible values will vary according to the selected field. When the conditions are met, the value for the select field will be automatically updated.
Form Actions for Sections
To create this type of Form Action, you just need to select the Section you want to show or hide. Setting the value to False will hide the section.
Form Actions for App Actions
If these are selected, you will need to specify if you want the App Action to be displayed for those of the selected Roles by selecting True or not, by choosing False. If you don't want a Role to be able to edit for example, just set the Edit App Action to False in your Form Rule.
Form Rules Order
You can add multiple Form Rules to any of your apps. In case multiple Rules have the same criteria, they will be executed according to the 'Order' shown in the order column of the Form Rules list.
In order to Reorder your Form Rules, click the 'Reorder' button located right next to the left of the 'Add New Form Rule' button. Then simply, drag&drop the Form Rules in the desired execution order and click the Save button.
Edit Form Rules
Select the Form Rule and click the 'Edit' button. You can update all the elements of the selected form rule.
Delete Conditions
You can delete existing conditions by clicking on the 'trash can' icon.
Edit Form Actions
Click on the circle next to the form action and click the edit button. You can update the field, operation, and value. Save your changes.
Delete Form Actions
You can delete form actions that you don't need, just select the desired form action and click the delete button.
Deactivate/Activate Form Rules
You can Deactivate existing Form Rules when needed, just select the Form Rule and click the 'Deactivate' button.
You can active your Form Rules back any time, just click the 'Show Deactivated' checkbox, select the Form Rule, and click the 'Activate' button.
Form Rules Examples
Mandatory fields when Opportunity is Closed Won
Whenever your team members are ready to change the Stage of an Opportunity to 'Closed Won', you want to make sure you have all the information for that Opportunity, especially for the fields used for reporting purposes. To make them mandatory all you have to do is create a Form Rule like the one below:
As soon as your team members select the Stage ' Closed Won' the fields specified will be mandatory, and they won't be able to save the Opportunity without filling them out.