The Rule Builder framework is the foundation for rule-based automation and conditional question responses. Choose between these to set up how your forms show up and perform:
- Limit form submission by date
- Limit form submission to scheduled visits
- Limit form visibility to project visits
Rule: Tie Form Visibility to Scheduled Visits
Limit Form Visibility to Scheduled Visits is a Rule Builder template that allows admins to restrict form visibility so that a form can only be completed as part of a scheduled visit.
When this rule is applied, the form will no longer appear in form lists on Places or Frequent Tasks. The form becomes available only when it has been explicitly added as a task to an active scheduled visit, so reps can access and submit it only within that visit. If the form is not assigned to a scheduled visit, it remains hidden from the rep.
Accessing Rule Builder
Admins navigate to the Rules tab within the Form Builder and choose Limit form visibility to scheduled visits from the list of available templates.Setting Up the Rule
No configuration fields are required. Selecting the rule applies the restriction globally to the form.The rule automatically enforces:
The form can be submitted only when attached to a scheduled visit.
The form will be hidden from general form lists when no qualifying visit exists.
Form behavior
When the form is included in a scheduled visit:
→ Form is visible and available for completion.When the form is NOT part of a scheduled visit:
→ Form is hidden across all standard entry points (place form lists, Frequent Tasks, + Add Form).
Form behavior when the Schedule Rule and Date rule are both added
The form remains hidden outside of scheduled visits, but now the scheduled visit date matters:
Form is visible only on scheduled visits whose visit date falls within the selected dates in the Date Rule.
If the form is added to a scheduled visit outside the Date Rule’s date range, the form is hidden on that visit.
Rule Management
The rule counter displays that a visibility rule is applied.
Admins can edit or delete the rule at any time.
If deleted, the form returns to normal visibility behavior.