Rule

This is one rule's page. Here you read what the rule does, change it (if it isn't a system rule), test it against a real record, copy it, delete it, or switch it on or off.

Where to find it

Click a rule's name on the Rules tab, or Edit / View in its row menu. Rule names also link here from Runs, from an outbox event's panel, from the "Automatic demand runs" / "Automatic payout runs" / "Automatic revenue runs" cards on the runs pages, and from rows in the Audit log. After you create or clone a rule, its page opens. The breadcrumbs read Settings > Workflows > Rules > <rule name>.

You need the View permission on Workflow Rules. To change a rule you need the Edit permission on Workflow Rules; without it the form is read-only and shows "You can view this rule but not change it." If the rule can't be found the page shows "Rule not found." and a Back to rules link.

What you see

The header is the rule's name with the trigger badge, an Active or Inactive badge, the version ("v3") and, once you have changed something, Unsaved changes. Under it: "Updated <date> · last run <date>" (or "never run") and, for a scheduled rule, "next run <date>".

Below are the same sections as on New rule: Basics, Trigger, Conditions, Actions and Advanced, with two differences:

• Entity is locked: "The entity is fixed once a rule exists: clone the rule to change it." Every condition and action depends on the kind of record, so a rule can't switch entity after the fact.
• A scheduled rule shows "Next run <date and time> (server time)" under its schedule.

A system rule shows a blue notice above the form: "A system rule created with the organization: its schedule, conditions and actions are fixed. Switch it on or off here, or clone it to set your own cadence and options. Switching it on checks that you hold the permissions its actions need and makes you the owner of its runs." (The clone clause only shows if you may create rules.) Every field is read-only, and Save changes and Delete are replaced by Switch on / Switch off; Run history, Test and Clone stay available.

What you can do

Run history

Opens Runs filtered to this rule.

• Who: anyone with the View permission on Workflow Runs. Without it the button isn't shown.

Test

Opens the dry-run dialog described on Rules: pick a record, optionally simulate changes, manual input or event extras, and see whether the rule matches and which actions would run. Nothing is actually done.

• Who: anyone who can open the page.
• Greyed out while you have unsaved changes, with the reason "Save first: the test runs the saved version". Otherwise the tooltip reads "Dry-run the saved rule against a record".

Clone

Opens "Clone rule" (field Name of the copy, note "The copy starts inactive with the same trigger, conditions and actions."). Clone creates the copy and opens it with "Cloned as "<name>" (inactive)."

• Who: anyone with the Create permission on Workflow Rules. Without it the button isn't shown.
• This is how you customise a system rule: clone it, change the copy, tick Active and save, then switch the original off so both don't run.

Delete

Opens "Delete rule?": "<name> and its actions will be removed. Rules that have run before are kept for history and can only be deactivated." Delete removes the rule with ""<name>" deleted." and returns you to Rules.

• Who: anyone with the Delete permission on Workflow Rules. The button isn't shown on system rules.
• If the rule has ever run, the dialog shows "This rule has run before, so it is kept for history. Deactivate it instead of deleting." and, while the rule is active, a Deactivate instead button.

Save changes

Saves the whole rule. You see ""<name>" saved as version N" and, for a scheduled rule, "; next run <date>".

• Who: anyone with the Edit permission on Workflow Rules. The button isn't shown on system rules or without the permission.
• Greyed out until you change something.
• The version goes up by one whenever the rule's definition changes (name, trigger, conditions, actions and so on). Switching Active alone doesn't change the version. Past runs remember the version they ran under.
• The same checks apply as on New rule: every action is checked against your permissions, and the save is refused if an action needs a permission you don't hold.
• Saving makes you the rule's owner (see "Things to know").

Switch on / Switch off

On a system rule, the only change allowed. Switch on shows "<name> is on; it runs next <date>." (or "… on its schedule." when the next time isn't known yet); Switch off shows "<name> is off."

• Who: anyone with the Edit permission on Workflow Rules.
• Switching on re-checks the rule's actions against your permissions and makes you the owner of its runs. If an action needs a permission you don't hold, the switch fails with "You do not have permission to do that."

Statuses

• Active / Inactive: whether the rule runs. Scheduled rules also show their next run time.
• vN: the version. It goes up on every saved change to the definition.

A scheduled rule switches itself off when its schedule reaches its end date, or when its cron expression can no longer be read.

Things to know

• System rules are locked on purpose. They ship with every organization and are kept identical so that support and upgrades can rely on them. Anything other than switching one on or off is refused ("This is a system rule: switch it on or off, or clone it to change …"), and they can't be deleted ("System rules cannot be deleted; deactivate it instead"). Clone one to make it your own.
• Whoever saves or switches a rule owns it. A rule that fires on its own acts as the person who last saved it or flipped its switch. If that person later loses a permission the actions need, or leaves, the rule's runs end Errored with "permission_revoked: the acting user no longer holds …" until someone with the right permissions saves it or switches it off and on again. A Manual rule acts as whoever presses its button.
• Changing actions replaces them. When you save, the rule's actions are stored afresh in the order shown; there is no separate history of actions. Past runs keep their own record of what ran.
• Manual rules need the Workflows menu. They appear in the Workflows menu in the header of the Booking, Payment, Opportunity, Estimate, Commission and Demand pages, for people with the View permission on Workflow Runs; pressing one needs the Create permission on Workflow Runs (only the Administrator in the default roles).
• Rules don't trigger each other. What a rule changes never sets off other rules; only Emits event type chains them, two levels deep at most.
• There is no History button here. Rule changes appear in the Audit log under Settings (needs the View permission on Audit Trail), and its rows link back to this page. The "last run" and "next run" times are not audited.

Related

• Rules
• New rule
• Runs
• Event types
• Message templates
• Audit log
• Booking overview
• Payment
• Opportunity (Overview tab)
• Estimate
• Commission
• Demand