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March 2023 - TeamConnect Rules


What are Rules?

  • Rules allow you to customize your TeamConnect environment to cater to your business needs.  

  • For further reading on the definition of Rules in TeamConnect, consider the documentation linked below.

How to Create Rules

  • The basics of how to navigate into setup to create rules is shown in the webinar from [2:45 to 4:25]. A demo of how to use the Object Navigator when creating rules takes place in the webinar recording from [7:15 to 10:10].

  • Rules have four main attributes:

    • Object: the record type in which the action is taking place (Dispute, Contact, Invoice, etc.)

    • Trigger: the end user action that sets the rule off (Update, Create, Post, etc.)

    • Qualifier: the information that must be true for the rule to execute

    • Actions: the result of the rule running 

  • For further information on creating rules, see this success center article: Creating Rules.


Types of Rules

  • There are eight types of rules, listed below:

    • Security: Protect records when they are in certain states. For example, when users open a matter record that is in a certain phase, no one may be able to modify it except for a certain group of users.

    • Pre-population: Populate fields with predefined values. For example, a filing date field may be populated when the Lawsuit category is added to a dispute record. You may define pre- population rules in conjunction with templates, which you may create through Designer without the need for class files or JavaScript.

    • Validation: Confirm the conditions that exist in a record at the time an action is attempted. For example, when a user clicks save, determine whether the appropriate custom fields are filled out for each category. If not, prompt the user with a message and do not save the changes.

    • Approval: Send requests for approval to specified users before an action is completed, such as posting an invoice. The requests then appear in each of those users' My Approvals screen.

    • Custom Action: Perform custom actions according to the needs of your organization. These actions are defined in class files or JavaScript or through the use of a template.

    • Scheduled Action: Custom action rules with parameters set through Designer to schedule when and how often an action is executed. Unlike custom action rules, scheduled actions do not support templates.

    • Audit: Capture and log events by creating history records that contain information about user activities in TeamConnect.

    • Post-Commit: Perform a task after an action has completed successfully. For example, send an email notification to associated users after a record has been updated.

  • Custom and Scheduled Action rules take class files and Java coding to create, so their application is more complicated. 

Rule Demos in Webinar Timestamps

  • [11:25 to 14:11] Security Rule: Security is important to your organization, which includes who can do what in your TeamConnect instance. You’ve encountered situations in the past where records have been deleted when they shouldn’t have been. As a result of these occurrences, you want to make sure only System Administrators can delete records in TeamConnect.

  • [14:11 to 17:28] Pre-Population Rule: Your organization opens many records each day, resulting in you and your teammates having to perform arduous, repetitive tasks when configuring each new record. You have also recently decided to put more focus into neat data organization within your TeamConnect instance moving forward. To save everyone’s time down the line, you want to have TeamConnect automatically make the current user the main assignee of the record and automatically generate a folder structure for notices and emails.

  • [17:28 to 19:25] Validation Rule: You’ve found yourself receiving complaints that your teammates have made mistakes when inputting data into your matters. More specifically, you’ve noticed that users keep entering matters with missing data, causing issues for all interested parties down the line. You’d like to create a rule that makes sure the Total Spend field is filled in before the matter is saved.

  • [19:25 to 21:30] Approval Rule: Your organization creates numerous matters every day, yet some matters have a large enough business impact that you’d like for them to have management approval. To balance efficiency and accuracy, you want only high-impact matters to require approval.To resolve this issue, you want to create a rule that automatically sends off matters with greater than $50,000 total spend for approval. 

  • For a deeper dive into this rule and its creation process, see this webinar recording.

  • [21:30 to 24:52] Audit Rule: Your organization is siloed to ensure that each area of business need can be addressed by teams of compatible knowledge bases. While this has proven to be effective in regular day-to-day business problem solving, you’ve noticed that some teams struggle to adhere to your organizations’ TeamConnect best practices. To help make sure that you can identify internal users who need a reminder on what changes to (and to not) make, you want to create a rule to capture who made a change within a given matter.

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