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.

By using relevance rules 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.

You can also write a Formula for more advanced rules. View all the available Formulas or read more about writing an expression for a Formula.

  • Maximum number of Relevance rules per field: 10 relevance rules
  • The first Key of a Form is Required and cannot have Relevance rules.

Please note when writing Formulas that the Formula editor is case sensitive.

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

and 'Formula is true'.

List of fields which support relevance rules are:

  • Quantity
  • Text
  • Multi-line text
  • Date
  • Week
  • Fortnight
  • Month
  • Single Selection
  • Multiple Selection
  • Attachments
  • Calculated 
  • Subform
  • Geographic point
  • User
  • Barcode

Learn everything you need about Formulas in Validation and Relevance rules in our Webinar  "Using formulas in validation rules and relevance rules".

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 rules editor 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.
How to set relevance rules using a Formula
  • 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.
  • To start writing a Formula, select the 'Formula is true' option.
  • Next, you can either right your Formula on the rules editor or open the Formula editor to write a longer Formula and get more help.

Please note that the Formula editor is case sensitive.

  • Start writing your Formula and click on "Done" when you are ready to save it.

View all the available Formulas or read more about writing an expression for a Formula.

  • You can see the relevance rules added in the editor.
  • Click on 'Done' to save the 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 rules of the Formula are true.