Configuring Rule Actions

What are Rule Actions?

Actions are the final part of a rule's configuration—the "THEN" part of the logic. They define the specific operations the system will perform on a target record when the rule's trigger has occurred and all its conditions have been met. You can add multiple actions to a single rule.

How to Configure Actions

From the Rule Editor, find the Actions section and click NEW ACTION. This will add a new row where you can define an operation.

Action Types

There are four types of actions you can configure.

1. Advance workflow to

This action changes the workflow status of the target record. Simply select the destination workflow step from the dropdown list.

2. Set value of a field

This is the most common action, used to populate or update a field on the target record. The configuration options change depending on the type of field you are setting.

• For Text fields: You can enter static text, insert dynamic values from the source record using the ADD VARIABLE button, or use a combination of both.
• For Date fields: You must select a source date field and can then perform date calculations (e.g., set the target date to be 30 Days plus the source date).
• For Number, Dropdown, or other option fields: You must choose to set the value from either a LITERAL (a fixed value you select from a list) or a FIELD (a direct copy from a compatible field on the source record).

3. Set value of a hierarchy

This action specifically updates the target record's hierarchy assignment (e.g., its Site or Department). You can set the value from either a LITERAL (selecting a specific Site from a list) or a FIELD (copying the value from the source record's corresponding hierarchy field).

4. Call URL

This advanced action allows you to send data to an external system or API.

• Configuration:
  1. Select the HTTP Method (e.g., GET, POST).
  2. Enter the destination URL. You can use ADD VARIABLE to include data from the source record in the URL.
  3. Click the ... button for advanced settings.
• REST Request Configuration:
  • Authentication: Configure a pre-set Bearer token for secure API calls. These tokens must be added to the system by a support administrator.
  • JSON body: For POST or PUT requests, you can construct a JSON payload to send. Use ADD VARIABLE to embed source record data. The FORMAT JSON button will automatically prettify and validate your JSON syntax to prevent errors.