A Profile Rule can be added to a contract request type template to auto-populate a field, disable/enable a field, and make a field required/optional based on how a user populates another field when using the template to make a contract request. Using the Hide Request action, a Profile Rule can be written to hide an additional field added to the request type, an additional form linked to the request type, or one of the forms in the contract request type.
A user with the Request Admin and Profile Rule Admin permissions can add a profile rule to a contract request type template to auto-populate a field, disable/enable a field, and make a field required/optional based on how a user populates another field while using the template to make a contract request. However, a Profile Rule cannot be written for any of the fields in an additional form linked to the contract request type.
A Profile Rule Admin can hide an additional field added to a contract request type, or an additional form linked to the request type so that it does not display when the user makes a contract request using the template. Using the Hide Request action, an Admin can even hide one of the forms in the request type template when a certain condition is met.
- Click the Gear Icon in the Navigation Toolbar, and click the Contract Request Types link in the menu.
- In the Request Type Browse screen, locate the request type, and click it to select it.
- In the Request Type Bundle Edit screen, click the tab to the right of the Bundle Configuration tab for the request type form that needs the Profile Rule. The name of the tab will vary since it reflects the name the Request Admin provided in the Request Name field when designing the request form.
- When the screen refreshes, click the Profile Rules tab.
- In the Rules section, click Add Rule to display a blank rule record.
- Populate the Rule Name and Rule Description fields.
- In the Conditions section, click Add Condition to display three fields used to define a condition for the rule.
- Field - select a field to define the rule,
- Ensure the field is designated as required in the contract request type
- Operation - select the appropriate option:
- In to specify a value or text
- Not In to exclude a value or text
- Null to identify an unpopulated field
- Not Null to identify a field populated with any data
- Value - make a selection in the list to complete the condition.
- If the Value component is a field rather than a list, enter text or a number in the field. If it is a multi-select list, click on additional items to define all the items that will be affected by the rule.
- A single profile rule can contain multiple conditions and multiple actions for a condition.
- Field - select a field to define the rule,
- In the Actions section, click Add Action to display three fields used to define the system action that you want to occur if the user meets the condition(s) of the rule.
- Action Type - make a selection in the list to identify the system action.
- Field - select the field for the action specified in the Action Type list.
- Value - enter text or a value to define the parameter for the action if the field is enabled.
- The field is enabled only if you select Default Value, Force Value, or Calculate Field in the Action Type list.
- The field is disabled for the other system actions: Enable/Disable Field, Require/Unrequire Field, and Hide/Unhide Field, Request, and Dynamic Object.
- To hide one of the forms a user must complete when making a contract request, you can select the action that hides the form based on a condition, such as the user selecting a specific agreement type during the contract request process. In this example, you would select Agreement Type in the Field list, In in the Operation list, and Amendment in the Value list. To hide one of the forms in the request type bundle when the user indicates the contract request is for an Amendment to a contract, select Hide Request in the Action list and select the form (Professional Services Schedule) in the Field list.
- Click the Bundle Configuration tab.
- Click Save.
Other tasks related to a contract request type are adding restrictions to control when the template is available to a user making a contract request, linking the template to an existing additional form to capture additional information, as well as reorder the sequencing of the forms, and adding forms to the template for contracts that contain multiple document types. For contract requests that do not need approval, you can designate the request type template as Self-Service.