How to add a business rule

The following task describes how to add a business rule in Record Management:

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

Note

If you have development and production tenants, all configuration changes must be made on the development tenant. For more information about synchronizing the tenants, see Dev2Prod - How to synchronize your development and production tenants.

From the main menu, select Administration > Configuration > Records.

Select the record type from the drop-down box at the top of the screen and select the Processes and Rules tab.

To add a business rule at the record type level, select the record type at the top level of the tree on the left side, locate the required process event and select Add.

To add a business rule at the process level, select a process (the second level of the tree). Alternatively, click the process name in the breadcrumbs. Select the Rules tab on the right, locate the required process event and select Add.

To add a business rule at the metaphase level, select a metaphase (the third level of the tree). Alternatively, click the required metaphase in the workflow diagram. Select the Rules tab on the right, locate the required process event and select Add.

To add a business rule at the phase level, select a phase (the fourth level of the tree). Alternatively, click the required phase in the workflow diagram. Select the Rules tab on the right, locate the required process event and select Add.

To add a business rule on a transition, select a transition (the bottom level of the tree). Alternatively, click the required transition in the workflow diagram. Select the Rules tab on the right, locate the required process event and select Add.

Select Simple rule to define a rule without a condition. Select "If...Then" Rule to define a rule with a condition. The Set rule dialog box opens.

In the Set rule dialog box, select the required rule template from the list. The rule template appears in the Preview section at the bottom of the dialog box, with live links for the parameters. Select or clear the Include condition check box to add or remove a condition for the rule.

When you click a parameter, an edit box appears. Edit the rule by clicking each of the parameters and entering or selecting the required parameter value in the appropriate edit box. Click OK.

Note For some rules, only the first parameter is initially editable. After you select a value for the first parameter, the other rule parameters become editable.

To add a description of the rule, click Edit and select Add description. Enter your description in the text box. To add descriptions in other languages, click the ellipsis button and select the relevant languages.

This step is optional, but it is a best practice to add descriptions for all business rules that you add.

Note The Show rule descriptions check box must be selected to enable the Add description option.

Click Save to save the rule.

When more than one business rule is defined for a process event, you can click in the left margin to display the arrow buttons:

These buttons enable you to change the order of the rules. Alternatively, you can drag and drop a rule to the desired location.

Note When working in Comparison mode, you can add business rules to the Current workflow only. You cannot add rules to the out-of-the-box workflow.