CounselLink Answer Center for Clients

Creating and Managing Custom Rules

  • Updated

A rule is used for custom fields to specify the logic that determines how or when that field should display and what list values should be included.

Suggestions When Creating Rules

  • When creating rules, use a clear naming convention so admins can quickly see what each rule does. For example:
    • HIDE Purch/Sale Table - RE Type = Lease
    • SHOW Purch/Sale Table - RE Type = Purchase/Sale
  • Keep a rule simple with one set of conditions. Although the configuration allows to combine conditions, it's suggested to avoid this in case the rule breaks.

This article covers the following:

Rules Tab

The Rules tab on the Administer Configurable Fields page is where you create and manage the rules for your different custom fields. A rule defines a subsequent action based on a condition. It specifies the logic that determines how or when a field should display and what list values should be included.

Rules can also be viewed at the bottom of the overview page. Sometimes it is helpful to view them here if you need to determine why a field isn't displaying as intended.

Using the Rules Search

The Rules tab displays all rules that have been created for fields and their objects. You can narrow your list by using the rules filters at the top of the list or the Filter By drop down on the far top right of the list.

Using Actions on the Rules Tab

Click on an item in the Field column to find out more about actions you can take on the Rules tab.

Field Description
Create Rule

Click this button to bring up a drop down list. Select one of the items from the list:

  • Create Matter Rule
  • Create Legal Request Rule
  • Create Invoice Rule
  • Create Contact Rule
  • Create Matter Participant Rule
  • Create LawFirm Rule
  • Create LawFirm Office Rule
Delete Once you've selected an unpublished field, click this button to delete it.

 

Viewing the Rules on the Configurable Field List - Rules

The Configurable Field List - Rules contains general information about the rules that have been created.

Column Description
Rule Name Displays the name of the rule. Click the name to edit the rule.
Priority Displays the priority given to the rule.
Type Displays the type to which the rule is applied.
Condition Displays the condition(s) of the rule.
Action Displays the action(s) of the rule.

 

Accessing the Create a Rule Window

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You can access the Create Rule window from a few different places throughout the Administer Configurable Fields and Configurable Fields Layout pages.

Accessing from the Administer Configurable Fields Page

Select a Rule type after clicking the Create Rule button on the Administer Configurable Fields page.

Accessing from a Field, Table, or Block Overview

Click the Create button under Rules on the selected field's overview page.

Accessing from the Configurable Fields Layout Page

Click Create Rule on the Configurable Fields Layout page.

Creating a Rule

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Rules can be created for an object type that specify which fields will or won't appear. When designing a rule, it is important to consider if you need to add another rule to show or hide a field later based on specific user actions. In other words, what would need to happen if a user changes or deletes a field value?

A rule can have multiple conditions and multiple actions. When creating a new rule, inactive custom fields are unavailable.

  1. Open the Create Rule window.

  1. Fill out the fields as necessary.

    Fields marked with an asterisk (*) are required.

    Field Description
    Rule Name Enter a name for the rule.
    Rule Priority

    Enter a number to set the priority of the rule for processing.

    Rules will be processed in order of priority from highest value to lowest value. For example, if there are 3 rules with priorities 1, 2, and 3 respectively, then the rule with priority 3 will be the last rule to process.
    When and then

    Select a condition and an action for that condition.

    The rule must have at least one condition and one action.
  2. Optional: Click the () icon to add additional 'When' and 'then' conditions.
  3. Click Save.

Searching for Rules

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The Rules tab contains filters by which you can search for existing rules. By default, clicking on the Rules tab displays all rules that have been created. You can use the filters to define search criteria for more targeted results.

  1. Click the Rules tab on the Administer Configurable Fields page. Your search criteria is available in the Configurable Field List-Rules section.

  1. Select an option from the Select One drop down list.

    Option

    Description

    Condition

    Find rules using a specific condition.

    Action

    Find rules using a specific condition.

    Type

    Find rules for a specific object type. For example, rules created for matter or invoice.

  2. Select an option from the Please Select drop down list.

    Option

    Description

    Is equal to

    Find rules that contain exactly the entered terms.
    Is not equal to

    Find rules that do not contain the entered terms.

    Contains

    Find rules that contain the entered terms.
  3. Type the search text in the third field.
  4. Click Go. The search results are displayed.

After a search, the next search will act on the result of the prior search. Click Reset to start a new search.

Using Filter By

The Filter By option allows you to filter the list of rules according to the object type or state of the rule. The search results list can be also be filtered.

The following table describes the actions of filter options.

Option

Action

Matter Rules

Displays the rules for matters.

Invoice Rules

Displays the rules for invoices.

Contact Rules

Displays the rules for contacts.

Matter Participant Rules

Displays the rules for matter participants.

Law Firm Rules

Displays the rules for law firms.

Law Firm Office Rules

Displays the rules for law firm offices.

Never Published

Displays the rules that were never published.

Unpublished Changes

Displays the rules that were published and then modified but not yet published.

None

Displays all of the rules.

Editing a Rule

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You can edit existing rules from the Rules tab or from the Field Overview page to which they are associated.

You can only edit one rule at a time.

Editing a Rule from the Field Overview Page

  1. Access the Administer Configurable Fields page.
  2. Click the Fields tab.
  3. Click the name of the field that contains the rule you wish to edit. The Field Overview page displays.

  4. Place a check mark next to a rule.

  5. Click Edit. The Edit window displays.
  6. Make edits as necessary. 
  7. Click Save.

Editing a Rule from the Rules Tab

  1. Access the Administer Configurable Fields page.
  2. Click the Rules tab.
  3. Click the check box of a rule.
  4. Click Edit. The Edit window displays.
  5. Make edits as necessary. 
  6. Click Save.

Deleting a Rule

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You can delete existing rules from the Rules tab or from the Field Overview page to which they are associated.

Deleting Rule(s) from the Field Overview Page

  1. Access the Administer Configurable Fields page.
  2. Click the Fields tab.
  3. Click the name of the field that contains the rule(s) you wish to delete. The Field Overview page displays.

  4. Place a check mark next to one or more rules.

  1. Click Delete. A confirmation window displays.
  2. Click OK. 

Deleting a Rule from the Rules Tab

  1. Access the Administer Configurable Fields page.
  2. Click the Rules tab.
  3. Click the check box of one or more rules.
  4. Click Delete. A confirmation window displays.
  5. Click OK.