Data-driven field rules
Fill a field automatically based on your own data: aggregates of related records (count, sum, average) or conditions on the record’s own fields. No code.
Data-driven field rules fill a field automatically when a condition over YOUR data is true. It is no-code: you define the rule in Settings and the CRM re-evaluates it every day (and on demand). No formulas or programming.
Where: Settings → Data-driven field rules. Only users allowed to manage settings can create or edit; rules apply to the whole tenant.
Two kinds of rule
- Conditions on the record itself: one or more comparisons on the record’s own fields (e.g. score ≥ 80 AND status = active). Choose "all conditions" (AND) or "any condition" (OR).
- Aggregate of related records: count, sum, average, max or min the records of another object that point to this one, through a relationship field, and compare against a threshold (e.g. count the Opportunities whose Company is this record; if there are 10 or more, mark the company as VIP).
How to create a rule
- Choose the Object the rule applies to and the Field to fill (the field that will be set automatically).
- Name the rule (e.g. "Mark company as VIP").
- Choose the condition type. For an aggregate: pick the related object, the relationship field that points to this object, the aggregation (count/sum/average/max/min), the field to aggregate (for sum/average/max/min), the operator and the threshold. For field conditions: add one or more comparisons and choose all or any.
- Set the Value when true. The value respects the target field type: a select field lets you pick the option; a Yes/No field lets you pick true/false; a numeric field takes a number.
- Optional: turn on "Set a value when false" to also fill a value when the condition is not met. Left off, the field is unchanged when the condition is false.
- Save. Use "Run now" to apply it to all records immediately; otherwise the daily sweep handles it.
Example: VIP company: on the Company object, target field "Tier". Aggregate: count Opportunities whose Company field points to this record, operator ≥, threshold 10. Value when true: "VIP". Companies with 10+ opportunities become "VIP" on their own.
💡 Rules are idempotent: the field is only rewritten when the computed value CHANGES, so running a rule many times creates no noise. Writes go through the record’s own validations: if a validation rejects the value, that record is skipped and the rest continue.
If you rename or delete the relationship field, the related object or the target field used by a rule, the rule is simply skipped (no error) until you fix it.