Create and manage business rules

Every user in Workfront has a set access level that determines what a user can see and do while in the system. Those rules apply every time a user logs in, goes to a project, creates a request, uses a report, etc. However, there may be times when a user’s access needs to be restricted even further when certain conditions are met. And Business Rules can help with that. Business Rules regulate when a user can create, delete and/or edit different objects in Workfront based on specific criteria. For example, no project should be edited during the quarterly expense review period or every project before it moves into a current status needs to have a sponsor. Those can all be validated using a business rule.

Business rules are found in the Setup area of Workfront, and are created by an admin using formulas or expressions. To create a new business rule, click New Business Rule.

Select the object type to assign the business rule to. Then click Continue.

From here, enter the name of the business rule. Preferably something that relates to what the rule will do.

Select if the rule is active or not. The rule defaults to yes, so it can be applied immediately after saving. When active, you can test the rule to see if it functions the way you need it to. Next, select a trigger. From here you determine when the rule comes into play.

The last field on the left is the Description field. It’s recommended that a description is added so others understand why the rule was created and when it will be applied. Sometimes the most effective description is to copy and paste the expression, once it’s built, directly into this area.

Finally, build the formula using the editor in the center of the dialog box. By default, the system automatically fills in the IF expression because all business rules use this. This allows you to create the criteria that triggers the rule and define what message should appear if those conditions are not met. Of course, other expressions can be nested in the IF expression to more clearly define when a rule is applied.

The expressions and fields that can be used in this business rule are found on the right side of the dialog box. Use the search to find what you’re looking for.

Then click on either the expression, or the field, to populate it in the formula editor. And from there continue to build your formula. If you’re already well-versed in building formulas, you can also just type directly into the editor.

Once the rule has been built correctly, the Save button is highlighted and you can click on it to add your business rule to the system.

From here, you’ll be able to test your business rule and determine if it was built correctly. If it was, when the conditions are met, the message entered in the rule appears on the screen.