Rules
Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.
Rules
This is the list of every automation rule your organization has: the system rules that came with it and the ones your team built. Use it to find a rule, switch it on or off, test it against a real record, copy it, or remove one you no longer need.
Where to find it
Account menu > Settings > Workflows > Rules. The Rules breadcrumb on a rule's page also brings you back here, as does Back to rules when a rule can't be found.
You need the View permission on Workflow Rules. Without it the page shows "No access" and "You do not have permission to view workflow rules. Ask your administrator."
What you see
The page header reads "Each rule watches one kind of record, fires on a trigger, checks its conditions and runs its actions in order."
Above the grid you have:
- Search (placeholder "Search rules by name"). It also matches the rule's description.
- Entity filter ("Any entity"): the kind of record the rule watches, such as Opportunity, Estimate, Booking, Demand or Payment.
- Trigger filter ("Any trigger"): On Create, On Update, On Event, Scheduled or Manual.
- Event type filter ("Any event type"): shows once you pick an entity, while the trigger filter is blank or On Event. It lists that entity's events as "name (code)".
- Project filter ("Any project"): shows only if you may list projects.
- Active filter: Active and inactive, Active only or Inactive only.
The grid columns:
| Column | What it shows |
|---|---|
| Name | The rule name, which opens the rule, then its version ("v3"), a purple "system" tag for system rules, and the description underneath. |
| Entity | The kind of record the rule watches. |
| Trigger | The trigger badge and a short summary: the event code for On Event, "when … changes" or "any change" for On Update, the schedule for Scheduled (for example "Weekly on Mon at 09:00"), "button on the record" for Manual, "every new record" for On Create. |
| Scope | The project the rule is limited to, or "All projects". |
| Actions | How many actions the rule has. |
| Priority | The rule's priority; lower numbers run first. |
| Last run | The status of the rule's latest run and how long ago it was, or "never". If you can see runs, it opens that run. |
| Created by | A purple System badge for system rules, otherwise the email of the person who created the rule. |
| Active | A switch if you may edit rules, otherwise an Active or Inactive badge. |
| (menu) | The row's menu (three dots). |
The list opens sorted by name, A to Z. When nothing matches, the grid reads "No rules match".
What you can do
New rule
Opens New rule, a full page where you build a rule step by step.
- Who: anyone with the Create permission on Workflow Rules. In the default roles that is only the Administrator. Without the permission the button isn't shown.
Active
The switch in the Active column turns a rule on or off straight from the list. You see ""<name>" activated." or ""<name>" deactivated."
- Who: anyone with the Edit permission on Workflow Rules. Others see a badge instead.
- Switching works on system rules too; it is the one change a system rule allows.
- The rule is checked again against your permissions. If one of its actions needs a permission you don't hold (for example, a Create task action needs the Create permission on Tasks), the switch fails with "You do not have permission to do that."
- Switching a rule, on or off, makes you its owner: from then on it acts as you when it runs on its own. See "Things to know".
- The version number doesn't change when you only switch a rule.
Edit / View
The first item in the row menu opens the rule's page (Rule). It reads Edit if you have the Edit permission on Workflow Rules, otherwise View. Clicking the rule's name does the same.
Test
Opens the dialog titled Test "<rule name>", with the note "Evaluates the saved version of the rule against one record without running any action." Nothing is sent, created or changed.
- Pick a record in Record (placeholder "Search <kind> records…", for example "Search booking records…"). The picker searches records of the rule's kind, so you need the View permission on that kind of record (for example on Bookings for a booking rule).
- Depending on the trigger you can add more:
- On Update rules: Simulate changes. Click Change to add a row, then pick a column and type its old and new value, to test conditions that look at what changed.
- Manual rules: Input, the rule's own form, as a person would fill it in.
- On Event rules: Event extras. Click Extra and type a key and value the event would carry, such as days_until_due or days_overdue.
- Click Run dry run (greyed out until you pick a record).
The result shows:
- Matches or Does not match, with the badges In scope or Outside project scope, and Rule active or Rule inactive.
- The Conditions: each group ("All of" / "Any of") and each condition with a green or red dot, and the record's actual value next to it. A rule with no conditions shows "No conditions: always matches."
- The Actions, each with a verdict: Would run, Skipped by conditions, Inactive, Unavailable, or Blocked: missing permissions with "Missing: …" listing what the rule's owner lacks. An action with its own Only when… conditions shows them with the same green and red dots. A rule with no actions reads "No actions."
- Render context: a collapsible view of the data the rule's texts can use.
Close ends the test.
- Who: anyone who can see this list.
Clone
Opens "Clone rule" with the field Name of the copy (it starts as "<name> (copy)", up to 150 characters) and the note "The copy starts inactive with the same trigger, conditions and actions." Clone (greyed out while the name is blank) makes the copy and opens it, with the message "Cloned as "<name>" (inactive)." Cancel closes the dialog.
- Who: anyone with the Create permission on Workflow Rules. Without it the item isn't shown.
- The copy is an ordinary rule you can change freely, even when the original is a system rule. It is checked against your permissions, like any rule you save.
- If the name is already taken you see "A workflow rule named '<name>' already exists".
Run history
Opens Runs filtered to this rule.
- Who: anyone with the View permission on Workflow Runs. Without it the item isn't shown.
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 the message ""<name>" deleted."
- Who: anyone with the Delete permission on Workflow Rules. The item isn't shown for system rules, which can't be deleted.
- A rule that has ever run can't be deleted. The dialog then shows "This rule has run before, so it is kept for history. Deactivate it instead of deleting." and, if the rule is still active, a Deactivate instead button that switches it off for you.
Statuses
- Active: the rule runs whenever its trigger fires.
- Inactive: the rule is kept but never runs.
The Last run badge shows the status of the rule's latest run, such as Success, Errored or Pending. See Runs for what each run status means.
Things to know
- Every organization starts with a set of system rules. There are 53 of them, and 37 start switched on. They cover the everyday follow-ups: new leads, estimate approvals, unit holds about to expire, bookings and cancellations, overdue demands, bounced payments, member offers, construction stages, RERA registrations, the RERA sweeps, escrow withdrawals, tasks and commissions. They show the System badge and "(system)" at the end of the name, except the four record-page buttons. Their schedule, conditions and actions are fixed: you can only switch them on or off, or clone one and change the copy.
- Some system rules ship switched off on purpose. Everything that emails a customer or generates a document is off until the office has reviewed the wording and published the starter document templates. The automatic daily demand runs and payout runs, the monthly revenue run, round-robin lead assignment, the buyer installment heads-up and Release held unit are off too. "Receipt cleared into the collection account: post its RERA sweep (system)" is the one money rule that ships on: it only records the sweep the bank makes of a project's collection account, one sweep per receipt the moment it clears (see RERA sweeps); switch it off to sweep by hand. Its 09:00 catch-up, "Daily RERA sweeps (system)", ships off. The table below shows which rules start on.
- Whoever last saved or switched a rule owns it. A rule that fires on its own (on a record change, an event or a schedule) acts as the person who last saved it or flipped its Active switch, and can only do what that person may do. If that person later loses a permission the rule needs, or is deactivated, its runs fail until someone with the right permissions switches it off and on again. When your organization was created, the rules that start switched on were set to act as the administrator who signed up. A Manual rule is different: it acts as whoever presses the button.
- Rules only react to people's changes. Anything a rule itself changes (a task it creates, a lead it assigns) never sets off other rules, so rules can't loop. For example, a task created by a rule doesn't fire "Task assigned: tell the assignee (system)". The only way to chain rules is a custom event (see Event types).
- A rule that has run is kept for history. Deleting would break the link between past runs and the rule that made them, so you deactivate it instead.
- Release held unit has no button yet. It is a Manual rule on units, but no unit screen (the Structure tab and its unit panel) carries the Workflows menu, so switching it on adds no button anywhere.
- There is no History button on rules. Changes to rules are recorded in the Audit log, whose rows link back to the rule.
The system rules
| Rule | Watches | Fires | Starts |
|---|---|---|---|
| New lead: first call (system) | Opportunity | When an opportunity is created | On |
| New lead: assign round-robin (system) | Opportunity | When an opportunity is created | Off |
| Cold leads: weekly nudge (system) | Opportunity | Weekly, Monday 09:00 (leads at Lead or Estimate untouched for 7 days) | On |
| Opportunity lost: tell sales management (system) | Opportunity | When the stage changes | On |
| Lost opportunity reopened: call the buyer back (system) | Opportunity | When the stage changes | On |
| Estimate approval requested (system) | Estimate | When approval is requested | On |
| Estimate approved: tell the salesperson (system) | Estimate | When the estimate is approved | On |
| Estimate rejected: tell the salesperson (system) | Estimate | When the estimate is rejected | On |
| Estimate cancelled: close its open tasks (system) | Estimate | When the estimate is cancelled | On |
| Estimate sent: email the cost sheet (system) | Estimate | When the estimate is sent | Off |
| Unit hold expiring in 2 days (system) | Estimate | Daily, 09:00 (Sent estimates whose validity ends in two days) | On |
| Estimate expired: re-quote or close (system) | Estimate | When the estimate expires | On |
| Booking created: accounts and legal (system) | Booking | When a booking is created | On |
| Booking cancelled: cancel its estimate (system) | Booking | When a booking is cancelled | On |
| Allottee booking cancelled: cancel the offer (system) | Booking | When a booking is cancelled | On |
| Booking created: welcome mail with allotment letter (system) | Booking | When a booking is created | Off |
| Buyer term sheet issued: email it (system) | Termsheet | When a termsheet is issued | Off |
| Booking cancelled: finance follow-up (system) | Booking | When a booking is cancelled | On |
| Demand issued: email the demand letter (system) | Demand | When a demand is issued | Off |
| Buyer instalment due in 7 days (system) | Schedule row | Seven days before a buyer's instalment falls due | Off |
| Demand overdue: remind the buyer by email (system) | Demand | 1 and 7 days overdue | Off |
| Demand 7 days overdue: call the buyer (system) | Demand | 7 days overdue | On |
| Demand 30 days overdue: escalate (system) | Demand | 30 days overdue | On |
| Receipt cleared: acknowledge by email (system) | Payment | When a payment clears | Off |
| Receipt cleared: generate the receipt (system) | Payment | When a payment clears | Off |
| Payment bounced: recover (system) | Payment | When a payment bounces | On |
| Payment bounced: reverse its sweep (system) | Payment | When a payment bounces (a receipt inside a Posted sweep) | On |
| Payment bounced: notify the payer (system) | Payment | When a payment bounces | Off |
| Member offer issued: collect the signed copy (system) | Termsheet | When a member's offer is issued | On |
| Member offer issued: email the member (system) | Termsheet | When a member's offer is issued | Off |
| Member offer signed: accounts and legal (system) | Termsheet | When the offer is signed | On |
| Member offer cancelled (system) | Termsheet | When the offer is cancelled | On |
| Construction stage achieved: bill it (system) | Construction stage | When a stage is achieved | On |
| Construction stage reopened (system) | Construction stage | When a stage is reopened | On |
| Construction stages running late (system) | Construction stage | Weekly, Monday 09:00 (stages past their expected date and not achieved) | On |
| RERA registration expiring (system) | Project | Every Monday 09:00 | On |
| RERA registration expired (system) | Project | Every Monday 09:00 | On |
| Daily demand runs (system) | Project | Daily, 09:00 | Off |
| Daily payout runs (system) | Books | Daily, 09:00 | Off |
| Receipt cleared into the collection account: post its RERA sweep (system) | Payment | When a payment clears (a receipt into the project's collection account) | On |
| Daily RERA sweeps (system) | Project | Daily, 09:00 (catch-up) | Off |
| Monthly revenue run (system) | Books | Monthly, on the 1st at 09:00 | Off |
| Escrow withdrawal requested: tell the Finance Lead (system) | Escrow withdrawal | When a withdrawal is requested | On |
| Escrow withdrawal approved: tell the requester (system) | Escrow withdrawal | When a withdrawal is approved | On |
| Escrow withdrawal transferred: tell finance (system) | Escrow withdrawal | When a withdrawal is marked transferred | On |
| Tasks overdue: daily reminder (system) | Task | Daily, 09:00 (Open or In Progress tasks past their due date) | On |
| Task assigned: tell the assignee (system) | Task | When a task is created | On |
| Task reassigned: tell the new assignee (system) | Task | When a task's assignee changes | On |
| Commission approved: tell finance (system) | Commission | When a commission is approved | On |
| Send payment reminder | Demand | Button on an Issued or Partially Paid demand | On |
| Resend cost sheet | Estimate | Button on a Sent estimate | On |
| Hand over to a Sales Executive | Opportunity | Button on an opportunity at Lead, Estimate or Approval | On |
| Release held unit | Unit | Button on a unit that is Reserved For Buyer | Off |
The rules that email a customer only fire when the contact has an email address. A scheduled system rule's first run is counted from the day your organization was set up. If no administrator could be found when the rules were created, they all start switched off. A system rule is never re-created or reset once it exists, so a rule you switched on or off stays as you left it.
Related
Related
- New ruleScreen
Build an automation rule on a full page: which records it watches, what starts it, which records qualify, and the ordered actions it carries out.
- RuleScreen
One automation rule's page: read or change its basics, trigger, conditions and actions, test it against a record, clone or delete it, and switch a system rule on or off.
- Event typesScreen
The named events a rule can listen to: the system events NirmaanOne raises itself and the custom events you add to chain rules or to raise from your own integrations.
- RunsScreen
Every time a rule ran: what started it, which record it worked on, how each action went, and the panel from which an errored run is retried.
- Message templatesScreen
The list of your organization's message templates: the wording that Send email actions and campaigns use, with filters and the actions to create, open or delete one.
- Sidebar, top bar and notifications bellScreen
The frame around every page once you are signed in: the sidebar with its groups, the top bar with the notifications bell, the light and dark switch and your account menu, and the banners that ask you to act.
- StructureScreen
Build and maintain a project's towers (wings), floors and units, generate them in bulk, and see every unit's status and designation at a glance.
- Audit logScreen
The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.
- Workflow rules, conditions, actions and the rule ownerConcept
What a workflow rule is made of (one kind of record, one trigger, conditions, ordered actions, an optional chained event), how conditions and action settings are evaluated, how versions, tests and clones work, and why every rule has an owner whose permissions its runs use.
- Triggers and event typesConcept
The five ways a workflow rule starts (On Create, On Update, On Event, Scheduled, Manual), the catalogue of system event types the app raises, the daily due-date events for instalments and overdue demands, how recurrences are counted, and custom event types that chain rules.
- System rules and starter templatesConcept
The 53 automation rules, six email templates and six draft document templates every organization starts with: which ship switched on, why the customer-facing ones ship off, what is locked, and how to switch, clone or customise them.
- RERA sweepsScreen
Every RERA sweep of the organization, one per receipt the moment it clears into a project's collection account (mirroring the bank's sweep of that account into the RERA separate and operative accounts) or one per clearing date from the Sweep now dialog that previews and posts sweeps by hand.
- Build and switch on a custom ruleHow-to
Build your own automation rule on the rule editor (what it watches, what starts it, which records qualify and what it does), save it switched off, try it on a real record with a dry run, then switch it on and check its runs.
- Switch on a system ruleHow-to
Switch on one of the ready-made system rules that ship switched off, such as emailing the demand letter when a demand is issued: publish the document template it uses, review and preview its email template, then press Switch on and check its runs.
- Customise a system ruleHow-to
Change what a ready-made system rule does (its timing, conditions, recipients or wording) by cloning it into your own rule, editing the copy, switching the copy on and the original off.
- Workflow rule, event type or message template cannot be deleted: runs, rules or actions use itTroubleshooting
A workflow rule that has run is kept for its history and a system rule is never deleted or edited; switch them off instead. A custom event type that rules listen to, a message template that workflow actions or campaigns use, cannot be deleted either; deactivate it, or change what uses it first.
- WorkflowsScreen
The Workflows area of Settings, where you manage automation rules, event types and message templates, and check the runs, the outbox and the engine's health.