Note: We've updated our pricing and packaging. This feature is available on Garden, Estate & Forest plans for customers who signed up before Nov 2nd, 2020.
Business Rules for Forms lets you perform conditional actions on certain fields within a form with no code. This lets your users perform actions on certain fields, control ticket lifecycle and implement field-level access on forms to ensure that only the right stakeholders can modify the contents of specific fields.
How to create a Business Rule
In your Freshservice account, navigate to Admin -> Business Rules for Forms-> Create New Rule
Select one of the options for which you need to create a rule.
Enter the name and description of the business rule
- Choose whether the rule applies to Requesters, Agents or Both using the Applies to the dropdown
- Specify whether the rules need to execute on the new form, edit form or both using Execute on the dropdown
- Add the conditions based on
Ticket form fields: Dynamic values on the form that trigger rules as the user fills the form
Logged in user fields: Attributes of the user submitting the form such as Department, Location, Role, Group etc
Current ticket fields: Static values of the record that is being modified.
- Based on the condition you choose you can perform the following actions using the Perform an action option
- Show and Hide field
- Mandate and Non-mandate fields
- Enable and Disable fields
- Prevent form submission with a custom validation message
- Set and Remove Dropdown Options
- Alternatively, you can also Validate the form on submission with a custom error message if the conditions specified above are met and click Save
Business rules for Service Items
Navigate to Admin -> Business rules for Forms -> Create New Rule.
Select Service Item option.
Configure your specific conditions based on the below respective fields.
→ Service Item
→ Logged in user
→ Requester/Requested for
- You can use the condition block to configure Relative and Dynamic date-based conditions for Service Requests.
Based on the above conditions you have configured, you can choose the desired actions listed below.
→ Show and Hide field
→ Mandate and Non-mandate fields
→ Enable and Disable fields
→ Prevent form submission with a custom validation message
→ Set and Remove Dropdown Options
Here’s an example of how you can use Relative and Dynamic date-based conditions.
On Travel Desk request forms, make sure that the Start date is lesser than the End Date and is also greater than the Current Date. In this way, we can ensure that retrospective requests cannot be submitted. A custom message can also be configured if the above conditions are violated.
In the advanced settings section, you can check the following boxes:
Auto-Reverse If False: This will reverse the action if the conditions specified aren’t met.
For eg. If you choose to mandate a particular field when the status is changed to Resolved, the Auto-Reverse if False checkbox will non-mandate the same field if the status NOT Resolved.
This saves you the trouble of writing another rule, so we recommended you check this box by default for all business rules.
Enforce System-Wide: The following business rule will be applicable to all forms and when a ticket is updated via bulk action, list view edits, scenario automations and API requests.
You can enable/disable the toggle for a particular business rule from the list view
You can choose to edit/ delete/ clone a business rule from the list view
Current ticket condition is applicable only on Edit Form and also allows you to create conditions based on Ticket Type and also the Requested Item/s of the underlying ticket
The Enforce system-wide option is not applicable to show/hide fields
You can test out error messages to see how it appears within the system before saving the Validate form on submission option
When there are multiple business rules acting on a particular field, the rule that executes last will take precedence. You can click on Reorder to change the order of execution
Business rules geared towards requesters work best if fields are configured to be both visible and editable in form fields
Let's take a scenario where you want to display the relevant categories based on a user's Location/Department/Group
A scenario where you want to restrict the dropdown choices in the status field when a ticket is awaiting approval.
Let's take a scenario where when the ticket status is updated to pending mandate additional field.
In this case, the agent can't bypass and set the status to pending without filling in the additional details field.
Let’s take a scenario where you want to prevent a ticket from being marked as closed if it’s awaiting approval.
In this case, we’re using a custom status to indicate if a ticket is pending approval. If the agent tries to close/resolve a ticket that’s awaiting approval, the system will throw an error with the custom message configured by the user.
Pro Tip: Use the sandbox account to test out your business rules.
Business rules are applicable to the new/edit ticket forms, child ticket forms, new tickets created from the asset’s detail page and tickets created via the Freshdesk Contact Center integration
Business rules that are enforced system-wide will be applied to bulk actions, scenario automation, list view and table view edits and API V1 & V2 requests
Business rules are not applicable for tickets created/modified via email, workflow automator, supervisor, conversational UI and third-party apps. These rules don’t apply while merging tickets either
Check out these additional articles on Business Rules:
Business Rules - Common Use Cases
Business Rules - Troubleshooting Guide