Set Up Workflow Rules

If you want a field’s properties to be controlled by other data, you can set up workflow rules for the field. You can set up workflow rules for fields in an Asset Information Group (AIG), a global table, or an event form.

To set up a workflow rule for a field, proceed as follows:

  1. Start editing the required field in either of the following ways:

    • In case of an AIG field, choose Configuration ‣ Assets ‣ Information from the main menu, select the relevant AIG form in the top of the dialog and double-click the required field from the bottom of the dialog or select it and choose Edit.

    • In case of a global table field, choose Configuration ‣ General ‣ Global Tables from the main menu, select the relevant global table in the top of the dialog and double-click the required field from the middle part of the dialog or select it and choose Edit.

    • In case of field in an event form, choose Configuration ‣ Events ‣ Event Types from the main menu, select the relevant event type in the top of the dialog and double-click the required field from the bottom of the dialog or select it and choose Edit.

  2. In the Edit Field Definition dialog (see Add/Edit Field Definition Dialog), go the the Workflow Rules tab.

  3. Choose Add to create a new workflow rule, or, if you want to change an existing workflow rule, select it and choose Edit.

  4. On the Field Trigger tab, enter a name for the workflow rule and in the Trigger Type field, select the required trigger type from the following options:

    Trigger Type

    Description

    Clear Field Value on Form

    Automatically empties out a field’s value when a specific condition is met, for example, you can use it to make two fields mutually exclusive, so that users can fill in one field or the other, but not both.

    Set Field Readonly on Form

    Sets the field to read-only in case a specific condition is met.

    Set Field Required on Form

    Marks a field as required in case a specific condition is met.

    Set Field Visibility on Form

    Use this trigger type if you want a field to be visible only when some other field is filled in (or vice versa). If the assigned function returns a Yes value, the field will be visible, when No, the field will be invisible.

    Validate Field Value

    Validates the value the user has entered in the field, for example, if it is required in a specific format or if it matches another configured set of items. If the assigned function returns a Yes value, the field value is considered valid, if it returns No, the value is considered invalid and a yellow exclamation mark (Anomalous) will appear next to the field.

  5. On the Function tab, choose a function that returns a Yes/No value.

    There are a set of system functions that you can use, which means that you don’t need to create custom functions:

    • Compare - Is Null

    • Compare - Is Not Null

    • Compare A = B

    • Compare A <> B

  6. Click OK to save your changes.

Note

Workflow rules are run when forms are viewed interactively, but are not applied during imports. If you have ticked the Required checkbox on the Field Definition tab of the Edit Field Definition dialog, this will be enforced during imports, that is, rows that are missing required fields will be rejected. But if a workflow rule makes a field required, this will not be enforced during imports.