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Form Rules

Add conditional logic to your forms — show, hide, require, or prefill fields based on other field values.

Key Concepts

Form rules make your record forms dynamic. Instead of one static form, fields can appear, hide, or change behavior based on what users enter elsewhere on the form.

Form Rule

Conditional logic that changes the form dynamically — showing/hiding fields, making them required, or prefilling values based on other field values.

Trigger On

When the rule evaluates: on Create, on Edit, or on both.

Block

A unit within a form rule. Each block has a condition (FOR) and one or more actions (DO). A rule can have multiple blocks.

FOR

The condition portion of a block — defines which records the block applies to.

DO

The action portion of a block — what happens when the FOR condition is met.

Condition Pattern

How multiple conditions in a block combine — AND, OR, or custom logic like (1 AND 2) OR 3.

Form Rules Tab

SettingsModules[Module Name]Form Rules

The Form Rules tab lists all form rules configured for this module. From here you can create new rules, edit existing ones, or toggle them on/off.

Form Rules tab showing an empty table with Name, Trigger, Modified By, Status columns
Module-scoped form rules — the module is pre-selected when you create from here

Table Columns

ColumnDescription
NameThe form rule's display name. Click to edit.
TriggerWhen the rule evaluates — on Create, Edit, or Both.
Modified ByWho last updated this rule.
StatusToggle switch to enable/disable the rule.

Tip: You can also access form rules from Settings → Form Rules for a workspace-wide list across all modules.

Creating a Form Rule

Click "Create Form Rule" to open a dialog where you name the rule and choose when it should trigger.

Create Form Rule dialog with Name field, Module display, and Trigger On dropdown
Step 1 — name your rule and select the trigger timing

Dialog Fields

FieldRequiredDescription
NameRequiredA descriptive name for the rule (max 255 characters). Use something that explains what it does.
Module—Pre-filled and read-only. Shows which module this rule applies to.
Trigger OnRequiredWhen the rule evaluates: Create, Edit, or Create or Edit (both).

Trigger Options

OptionWhen It Fires
CreateOnly when a new record is being created
EditOnly when an existing record is being edited
Create or EditEvery time the form is opened (both scenarios)

Click "Next" to proceed to the rule builder. The button is disabled until you enter a name.

Form Rule Builder

After clicking Next, you land on the full rule builder. This is where you define the logic: which records the rule applies to (FOR) and what happens (DO).

Form Rule Builder showing Block 1 with FOR section (All records radio) and DO section (no actions)
A fresh rule with one block — choose who it applies to, then add actions

Builder Layout

ElementWhat It Does
Header barShows module name, editable rule name, Trigger On dropdown, Cancel and Save buttons.
BlockA numbered unit of logic. Each block has a FOR condition and one or more DO actions.
FOR sectionDefines which records this block applies to — all records or records matching a condition.
DO sectionThe actions to perform when the FOR condition is met.
Add Action dropdownAdds a new action to the current block's DO section.
Add Condition buttonAdds another condition block below the current one.

FOR Options

OptionBehavior
All recordsThe block's actions apply to every record, unconditionally.
Records matching conditionThe block's actions only apply when specific field conditions are met.

Click "Save" when done. The rule is created in an active state and immediately applies to forms.

Conditions

When you select "Records matching condition", a criteria builder appears where you define which records the block applies to.

Condition builder showing field selector, operator dropdown, value input, and condition pattern
Each condition row: pick a field, choose an operator, enter a value

Condition Row

ElementWhat It Does
Field selectorDropdown listing all fields in the module. Pick the field to evaluate.
OperatorComparison type: Equals, Not Equals, Contains, Is Empty, etc. Options change based on field type.
ValueThe value to compare against. Input type matches the field (text input, dropdown for picklists, date picker for dates).
Remove buttonDeletes this condition row.
Add ConditionAdds another condition row below.

Condition Pattern

When you have multiple conditions, a Condition Pattern appears showing how they combine. By default, all conditions use AND logic (all must be true). Click the pattern to edit it and use OR logic or custom combinations like (1 AND 2) OR 3.

Tip: Start with a single condition. Add more only if you need complex logic. Most form rules work well with one or two conditions.

Actions

Actions define what happens when the block's condition is met. Add actions from the "Add Action" dropdown in the DO section.

Add Action dropdown showing 8 action types: Show Field, Show Section, Mark Required, Mark Read-only, Prefill Value, Show Warning, Show Error, Set Background Color
Eight action types available — each one changes how the form behaves

Action Types

ActionWhat It DoesUse Case
Show FieldMakes a hidden field visible on the form.Show "Loss Reason" only when Status is "Lost".
Show SectionMakes an entire hidden section visible.Show "Shipping Address" section only for physical products.
Mark RequiredMakes a field mandatory (cannot save without it).Require "Approval Notes" when Status changes to "Approved".
Mark Read-onlyMakes a field visible but not editable.Lock "Amount" after a deal is marked "Closed Won".
Prefill ValueAutomatically sets a field's value.Set "Priority" to "High" when "Deal Size" exceeds $100K.
Show WarningDisplays a yellow warning message on the form.Warn when "Discount" exceeds 30%.
Show ErrorDisplays a red error message and blocks saving.Block save when "End Date" is before "Start Date".
Set Background ColorChanges the field's background color for visual emphasis.Highlight overdue fields in red.

After Adding an Action

Show Field action added with Target Field dropdown
Each action has a Target Field selector — pick which field the action applies to

Once you add an action, a Target Field dropdown appears. Select the field this action should affect. You can add multiple actions to the same block — they all execute when the condition is met.

Multiple Blocks

Click "Add Condition" at the bottom to add another block. Each block is independent — it has its own FOR condition and DO actions. Blocks are evaluated in order and can be reordered by dragging.

Real-World Use Case

Insurance agency — dynamic forms for different policy types

An insurance agency uses a single Policies module for all policy types (Auto, Home, Life, Commercial). Each type needs different fields visible and different validations — but they don't want to create four separate modules.

  1. 1Create a form rule "Auto Policy Fields" — FOR: Policy Type equals "Auto" → DO: Show Field "VIN Number", Show Field "Driver's License", Mark Required "Vehicle Year"
  2. 2Create a form rule "Home Policy Fields" — FOR: Policy Type equals "Home" → DO: Show Field "Property Address", Show Field "Square Footage", Show Section "Coverage Details"
  3. 3Create a form rule "High Value Warning" — FOR: Coverage Amount greater than $1M → DO: Show Warning "High-value policy — requires manager approval"
  4. 4Create a form rule "Renewal Lock" — FOR: Status equals "Renewed" → DO: Mark Read-only "Premium Amount", Mark Read-only "Coverage Amount"
  5. 5Create a form rule "Prefill Agent" — FOR: All records on Create → DO: Prefill Value "Assigned Agent" with the current user

Adapt this for your team: Form rules work for any scenario where one module serves multiple purposes. A university might show different fields for Undergraduate vs. Graduate applications. A manufacturing company might show different specs for Raw Materials vs. Finished Goods. An event company might require different fields for Virtual vs. In-Person events. One module, many dynamic forms.

Common Workflows

Show a field based on another field's value

  1. 1Open the module and click the Form Rules tab
  2. 2Click "Create Form Rule"
  3. 3Enter a descriptive name (e.g., "Show Reason when Lost")
  4. 4Set Trigger On to "Create or Edit"
  5. 5Click "Next"
  6. 6In the builder, select "Records matching condition"
  7. 7Click "Add Condition"
  8. 8Set the condition: Field = "Status", Operator = "Equals", Value = "Lost"
  9. 9In the DO section, select "Show Field" from the Add Action dropdown
  10. 10Set Target Field to "Loss Reason"
  11. 11Click "Save"

Make a field required only in certain situations

  1. 1Create a form rule (follow the steps above through step 8)
  2. 2In the DO section, select "Mark Required" from the Add Action dropdown
  3. 3Set Target Field to the field you want to make conditionally required
  4. 4Click "Save"

Prefill a value based on another field

  1. 1Create a form rule and proceed to the builder
  2. 2Select "Records matching condition" and define the trigger condition
  3. 3In the DO section, select "Prefill Value"
  4. 4Set the Target Field and the value to prefill
  5. 5Click "Save"

Block save when fields are inconsistent

  1. 1Create a form rule with Trigger On set to "Create or Edit"
  2. 2Select "Records matching condition" and define the inconsistency check (e.g., End Date is before Start Date)
  3. 3In the DO section, select "Show Error"
  4. 4Enter the error message users should see
  5. 5Click "Save" — the form will block saving when the condition is true