Setting Relevance rules

The following section describes how to set Relevance rules for fields when designing a Form so that a field appears to users only when some conditions are met. This way you can save time and avoid confusion for users adding Records who don't need to fill in specific fields. You can define various Relevance rules based on the fields of your Form or based on the fields of a referenced Form.

Maximum number of Relevance rules per field: 10 relevance rules

List of fields and conditions which can be used in relevance rules:

  • Attachment (empty / not empty)
  • Reference (only one level)
  • Multi-line Text
  • Quantity
  • Geographic Point (empty / not empty)
  • Single Selection
  • Multiple Selection
  • Date/Month / Fortnight / Week
  • Text
How to set Relevance rules based on the fields of a Form
  • In the Form Design page, click on the field you want to apply Relevance rules to.
  • In the Field Card editor, check the box next to "Set relevance rules".
  • In the Relevance rules section that appears at the bottom of the card you can start defining the rules.
  • You can select to show the selected field if all or any of the conditions are met. Click on the arrow next to "any" if you want to change it to "all".
  • Set the first relevance rule by selecting the condition that applies to:
    • the field
  • the state of the condition
  • the condition

To show the list of 'Options' the two Forms need to be in the same Folder. Otherwise you can type the selected 'Option'.

  • To add another relevance rule, click on "Add".
  • Set the rule by selecting what you want to apply.

Depending on the field type you select, you might get different types of rules to select from.

  • Click on "Done" to save the field.
  • When you finish adding fields, click on "Save" to save the Form.

A field that has Relevance rules, appears with the label "RELEVANCE RULE SET" in the Form Design page.

  • Users will view the specific field when they are adding Records, only if the relevance rule is met.
How to set relevance rules based on the fields of a referenced Form
  • Before setting relevance rules based on the fields of a referenced Form, you need to add a Reference field in your Form to refer the fields of the Form needed.
  • After referencing the Form, add the field that needs to use relevance rules based on the fields of the referenced Form and select the box "Set relevance rules".
  • In the Relevance rules section that appears at the bottom of the Field Card editor you can start defining the rules.
  • You can select to show the selected field if all or any of the conditions are met. Click on the arrow next to "any" if you want to change it to "all".
  • Set the first relevance rule by selecting the condition that applies to:
    • the field

Note that here you will see all the available fields from which you can select including the ones that appear in the current Form and the referenced Form.

  • the state of the condition
  • the condition
  • To add another relevance rule, click on "Add" and repeat the same process.

Depending on the field type you select, you might get different types of rules to select from.

  • To delete a Relevance rule, click on 'Delete'.
  • When you are ready, click on "Done" to save the field.
  • When you finish adding fields, click on "Save" to save the Form.

A field that has Relevance rules, appears with the label "RELEVANCE RULE SET" in the Form Design page.

  • Users will view the specific field when they are adding Records, only if the relevance rule is met.