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10 topics

  1. Overview
  2. Navigation
  3. How to Create a Business Rule 2.0?
  4. Add an Else If Branch
  5. Manage a Saved Rule
  6. More Examples
  7. Schedule a Rule
  8. Fetch and Populate
  9. Send Email Notifications
  10. Execution Logs

Overview

Creating a rule takes a few minutes. You name the rule, choose a trigger, add conditions, and then add actions.

This article walks through each step and then covers examples, schedules, Fetch and Populate, email notifications, and Execution logs. You can create a rule for forms configured through Forms 2.0 only. Every form listed on the Forms 2.0 page is available as a card type in a rule.

To learn about each trigger, condition, and action in detail, see Business Rules 2.0: Triggers, Conditions and Actions.

Navigate to the project, hover over the top breadcrumb, expand the Configure menu, and select Business Rules 2.0. The page lists your rules. To learn about it, see Business Rules 2.0 Listing Page.

How to Create a Business Rule 2.0?

In this example, every Defect whose Priority is set to Critical is flagged automatically. Perform the following steps –

Name the Rule and Choose Who It Applies To

  1. Navigate to the Business Rules 2.0 listing page and select the ADD button at the top right corner.
  2. Then, enter a name and a description for the rule.
  3. Next, in Rule applies to, select the persona(s) the rule applies to. The rule runs only for the selected personas. If any other persona triggers the same event, the rule does not run.
  4. After that, select NEXT.
Rules Details panel with the Name and Description filled in and the Rule applies to list open

Choose the Trigger

  1. Open the Select event trigger to call the rule box and choose a trigger. The rule runs when the selected event occurs. For example, with On update, the rule runs when a card is updated.
  2. Then, select the card type, such as Defect. For On update, you can also select the fields to watch, such as Priority, so the rule runs only when they change. Then select NEXT.
Event Triggers panel listing the nine triggers

Note

On create checks the card at the moment it is created. A value you set afterwards, such as choosing a Priority once the card exists, does not start an On create rule. Use On update for that.

Add a Condition

  1. Select Add and then Condition.
  2. Then, select the field name, the condition, and the value. For example, Priority is Critical. The rule runs only when this condition is met.
  3. To add more, select the add icon at the end of the row, and then Add condition or Add condition group. Use the delete icon to remove a row.
  4. Next, select NEXT. The flow now shows the condition under IF.
Condition list for the Priority field showing is, is not, is any of and is not any of

When you add a second row, the editor joins the rows with AND. However, you can select AND to switch to OR. For every operator, see Conditions.

Add an Action

  1. Select Add beside the condition, and then Action.
  2. Then, select the context and then the action. For this example, select Current card and Flag card, and then enter a flagging comment. You can add more actions with the add icon at the end of the row.
  3. Next, select NEXT.
Flag card action with the Current card context and a flagging comment

Save the Rule

  1. Select SAVE. A message confirms that the rule was created. The rule is enabled by default.

Then the visual flow of the entire rule appears, so you can see the trigger, condition, and action at a glance.

Visual flow of the Flag Critical Defects rule: WHEN On any field change of Defect, IF Priority is Critical, THEN Flag card on the Current card

Add an Else If Branch

Use an Else if branch to run different actions for a different condition. For example, Defects with High priority are flagged with a different comment.

  1. Open the rule and select Add else if at the bottom of the flow.
  2. Then, set the condition, such as Priority is High, and select NEXT.
  3. Next, select Add beside the new condition, and then Action.
  4. After that, set the context and the action, enter the details, and select NEXT.
  5. Finally, select SAVE. A message confirms that the rule was updated.
Visual flow with an IF branch for Critical priority and an ELSE IF branch for High priority

Manage a Saved Rule

After you save a rule, the top right corner shows two toggles. First, use Enable Rule to switch the rule on or off. The change takes effect immediately, so the Status column on the listing page shows Enabled or Disabled. Also, use Execution logs to review every run of the rule. See Execution Logs.

To change a rule, select it in the list. Then select the part of the flow you want to edit, and select SAVE when you finish. To copy or delete a rule, see Business Rules 2.0 Listing Page.

More Examples

Each example uses the same steps as above. Open an example to see its trigger, conditions, and actions.

Example 1: Assign high priority cards to a team member

If a task priority is marked as High, then the task is automatically assigned to employee “John Doe”. Use the trigger On field change on the Priority field, set the condition to Priority is High, and use the action Set field value to set the Owner field to John Doe.

Visual flow of the assignment rule

Example 2: Automatically adjust the due date

When a card’s Priority field is set to High and the Status field is In progress, then the Due Date is adjusted to 3 days from the current day and the Escalation field is updated to Critical.

Use the trigger On field change on the Status field. Then use Set field value for the Due Date and for the Escalation field. The Due Date uses a formula that adds 3 days to today: DATEADD(TODAY, 3, days). Therefore, to learn how to build one, see Formula Builder.

Final visual flow of the due date rule

Example 3: Automatically move cards

If an Issue card has Priority set to High, is in the Defects lane, and has either a Due Date of 28-Feb-2026 or a Date Created of 27-Jan-2026, then the card should move automatically to the In-Progress column of the Risks and Issues lane.

  1. Navigate to Configure → Business Rules 2.0 and select ADD.
  2. Then, enter the rule name Auto-Move High-Priority Cards and a description, and select the persona(s).
  3. Next, select the trigger On update and the card type Issue. Select NEXT.
  4. After that, select Add and then Condition. Set Priority is High and Board Lane is Defects. Add a condition group with Due Date is 28-Feb-2026 OR Date Created is 27-Jan-2026. Select NEXT.
  5. Then, select Add and then Action. Set the context Current card, the action Move card, the lane Risks and Issues, and the column In-Progress. Select NEXT.
  6. Finally, select SAVE. The visual flow shows the conditions and the action at a glance.
Visual flow of the Auto-Move High-Priority Cards rule

Schedule a Rule

Select the On schedule trigger to run a rule at times you define, without waiting for a card event. Then, after you choose the card type and select NEXT, the Schedule page opens.

Schedule page with Daily selected and the Range of Recurrence and Time of Recurrence sections

Pick a recurrence first. Then set the Range of Recurrence with a Start on and an End by date, and set the Time of day under Time of Recurrence. The time zone appears beside it.

Recurrence Options
Daily Every set number of days, or every weekday from Monday to Friday.
Weekly Every set number of weeks, on the days of the week you tick.
Monthly On a day of the month, for example day 1 of every month, or on a pattern such as the second Monday of every 2 months.
Yearly On a month and day, or on a pattern such as the first Monday of a chosen month.

Select NEXT, and then add conditions and actions as usual. Also, a scheduled rule offers card actions such as Update card, Block card, Flag card, and Close card.

Fetch and Populate

Use Fetch and Populate to insert records into a sub-block with data fetched from other forms. Select the context Sub-block(s) and the action Insert records in sub-block, and then select the sub-block. The panel asks how you would like to populate field values. Direct Input sets each field to a value you choose. However, Fetch and Populate retrieves the values from your forms in four steps:

  1. Select forms: specify the forms from which you want to retrieve the records, and select PROCEED.
  2. Define filters: narrow down the fetched data if required. Depending on the field you select for filtering, the conditions and values vary.
  3. Apply sort: select the field to sort by and choose ASC or DESC. This decides the order in which the data appears.
  4. Assign values: view or edit the field and value pairs for the sub-block before you proceed.
Fetch and Populate with the Select forms step open and the list of fields of the form

If the fetch returns multiple records, multiple instances of the card type are created through the rule.

Worked example: populate a Test Execution Log from four forms

In this Test Management example, you first use Fetch and Populate to auto-populate fields by establishing relationships between four forms using Lookup fields: Test Events, Test Groups, Test Cases, and Test Steps.

Relationship between the Test Events, Test Groups, Test Cases and Test Steps forms

Set Up the Forms

The goal is to fetch the relevant names from each form and populate the Test Execution Log sub-block, located on the Test Events form, so that all related data appears in one consolidated view. Set up the forms as follows:

  • Test Events: create a drop-down field called Execute Test Log, with the options Yes and No. Add a data table sub-block named List Test Groups, and create a Lookup field called Test Group Name that links to the Test Groups form.
  • Still on Test Events, create a tab called Test Execution that holds the Test Execution Log sub-block. Include Lookup fields in this sub-block to display the Test Groups, Test Cases, and Test Steps names fetched from the related forms.
  • Test Groups: create a data table sub-block named Test Cases List with a Lookup field linked to the Test Cases form.
  • Test Cases: contains a data table sub-block with a Lookup field linked to the Test Steps form.
  • Test Steps: the smallest unit in the hierarchy, with its own unique data.

Configure the Rule

By linking these forms with Lookup fields, you define the relationships between them. The final step is to set up a rule that runs Fetch and Populate when the drop-down field Execute Test Log is set to Yes.

  1. After naming the rule and setting the persona, set the rule to trigger On update of the Test Events form.
  2. Then, set a condition so that the rule runs only when the drop-down field Execute Test Log is set to Yes.
  3. Next, add an action with the context Sub-block(s) and the action Insert records in sub-block. Select the sub-block Test Execution Log, and select Fetch and Populate as the method.
  4. After that, in Select forms, specify Test Events (the source form), Test Groups (linked through the List Test Groups sub-block), Test Cases (linked from Test Groups), and Test Steps (linked from Test Cases).
  5. Then, in Define filters, add filters if you need them. In Apply sort, set the order in which the data appears. In Assign values, review the field and value pairs.
  6. Finally, select SAVE.

The Result

When a user selects Yes in the Execute Test Log drop-down on the Test Events form, the rule fetches data from all related forms, based on the Lookup relationships. It then populates the Test Execution Log sub-block with a consolidated view of the Test Groups, Test Cases, and Test Steps details, in the specified order.

Test Execution Log populated with the fetched data

Send Email Notifications

With Business Rules 2.0, you can send an automatic email notification whenever a card is created or updated, with no manual follow-up. First, you choose who receives the email. Then you can include card field values directly in the subject and message, so recipients get the right context. In this example, a rule emails the Product Manager whenever a new Defect is created.

  1. Go to Configure → Business Rules 2.0 and select ADD.
  2. Then, enter a name and a description for the rule.
  3. Next, in Rule applies to, select the persona the rule runs for, for example Product Manager.
  4. After that, select the trigger On create and the card type, for example Defect. Select NEXT.
  5. Then, select Add and then Action.
  6. Next, select the context Current card, and then the action Send email.
  7. After that, select Configure Email.
  8. Then, in the Send Email window, choose the recipients, enter the email subject, and enter the email body. Type # in either one to insert a card field, such as Name or Description.
  9. Finally, select SAVE to save the email, and then save the rule.
Send Email dialog with the recipient list, the subject, and the email body editor

Once the rule is enabled, an email goes out to the selected recipients whenever the trigger occurs. Also, each # field resolves to the actual value of that card, so the subject and message always reflect the card that triggered the rule.

  • Email notifications are currently supported for the On create and On update events.
  • The email action applies to the Current card only.
  • Recipients are selected from the project’s members.
  • To send the email only in specific situations, add a Condition step, for example to send only when Priority is Critical.

Execution Logs

On a rule’s page, the top right corner shows an Execution logs toggle. When you turn it on, the page then lists the records for each time the rule ran.

Execution logs turned on with the #, Card ID, Result, Timestamp, Took (ms) and Message columns
Column What it shows
# A unique ID for the log record.
Card ID The unique ID of the card, for easy identification.
Result Whether the rule ran successfully.
Timestamp The exact time the rule ran.
Took (ms) How long the run took, in milliseconds.
Message Blank when the rule ran successfully.

Use the Display option at the bottom to show 20, 50, or 100 items per page. Select a row to see its details: the Log ID, Result, Card ID, Timestamp, Took (ms), and Correlation ID. A rule adds a record only when it runs, so a rule whose condition is not met adds none.

Note

Rules configured with an On load or On field change trigger do not have the Execution logs toggle.

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