You can use rules to update choice, dates, number, user lookup, single-line text and multi-line text columns in iSheets.
Add a new rule
Navigate to Admin > Workflow management > Workflows:
The Workflows screen is displayed:
Click the workflow that will contain the new rule, and click Add > New Rule:
The New rule screen is displayed:
If you intend to update an existing rule, click the name of the rule instead of New rule.
When creating your new rule, give it a Name and Description. When you have finished, click Save and continue.
Set triggers
The Triggers tab is displayed:
Select iSheet record from the first drop-down menu:
And select if your rule will trigger if an iSheet record is Added or Updated:
Select an iSheet from the iSheet dropdown menu:
Select the column that will be monitored to trigger the rule:
In this example, we have chosen Area (square meters):
In this case, if the area (in square metres) is equal to '50', the rule will trigger.
You may add more triggers. When you have finished click Save and continue.
Actions
The Actions tab is displayed. In the Choose action menu, select Update iSheet record:
Select which column you want to update in this workflow:
In this example, update the Lease start date:
When all the conditions have been met, the workflow will update the iSheet record.
Click Add column to update multiple columns in the iSheet.
Click Save to save your actions.
Using a variable to set a date
Click Insert Variable underneath the start date (or end date) to display the Insert variable - Start date (or Insert variable - End date) screen:
In the Variable to be used drop-down, you can see all of the variables available in this field. In this example, we have Created date and Modified date.
Select the variable you want to use, (we have chosen 'Created date' for this example) and click Insert. For example, the Start date field will now look like this:
In this example, the field will be populated with a date equal to when the record was added in an iSheet, or when a file was added to a folder.
Use the modifier drop-down to add or subtract time from the date provided by the variable.
Changing the units
Click the drop-down on the right to change the base unit used to set the final value. Select days, weeks, months or years.
- ignore weekends is only available if days is selected. If you select a date, add 10 days, but exclude weekends; the new date will be 12 or 14 days later (depending on how many Saturdays and Sundays are included in the 10 days).
- If weeks is selected, then this adds multiples of seven days
- If months is selected, then the calculation will fall on the same day of the month; for example, six months from the 25th of December is the 25th of June
- If there is no equivalent date, due to shorter months, the date is moved to the next month; for example, six months from the 31st of December is the 1st of July
- If years is selected, then the calculation matches the day of the year
Remove a date
As of May 2022, you can set up a rule to remove a date when, for example, a matter is completed.
Select Clear date to remove a date from the record when this action is triggered.
If the date is set by a variable, the Clear date option is not available; remove the variable to enable the option. Also, if Clear date is selected, the Select date and insert variable options are not available.
Click Save to save your actions.
Creating or updating a User lookup column
You can update a user lookup column so that you can track who created an item or made changes.
Select a user lookup column, then enter and select the name of the user:
For example:
Click Save to save the rule.
Updating a user lookup column with a variable
As of August 2022, you can update a user lookup column with a variable when you update an iSheet record, as in this example:
You can then record the user that triggered the update. Click Insert variable and select Modified by:
In this case, the user that modified the iSheet record is recorded in the 'Completed by' column. This record is not overwritten when the record is updated unless the rule is triggered again.
Click Save to save the rule.
Using variables in a Single line text column
You may use a combination of free text and variables to populate a Single line text column.
Type text as plain text; click Insert variable to add variables at any points in the text.
By default, you may use a maximum of 255 characters. The action will fail if the total length, including variables, exceeds this limit.
Setting different numbers in a number column
You may populate a single number in a number column - if you want to set different numbers for different conditions, you may use multiple rules that are triggered by different values in another column.
Save and activate
When you save your rule, it is saved and you are redirected to the rules screen:
In this screen, you can view the name, status and last modified date and time of your rule, and also who modified it.
Additionally, you have access to the More actions menu:
The options are as follows:
- Edit - allows you to edit the rule
- Activate - lets you activate your rules and changes the status from Draft to Active. If you click More actions on an active rule, you can instead Disable the rule
- Delete - allows you to permanently delete the rule
Activating your rules
Once you have created your rules, they must be activated if you want them to trigger. Click More actions > Activate to do so. If you activate rules but your workflow is not active, you will receive a warning message.
