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UI Rules Admin Screen

The UI Rules Admin allows users with appropriate permissions to edit and view details about the rules that govern your organization’s Forms and Tiles. This gives complete insight into exactly which UI rules affect line item and header form behaviors and what the rules are doing.

This article covers User Interface rules only. To create and manage other types of rules, see Business Rules Admin Screen.

The screen currently allows only limited editing of UI rules. In future releases, we will continue to expand on visualization coverage support, as well as introduce the ability to create and duplicate UI rules.

Activate UI Rules Admin

In order to take advantage of this feature, an administrator will need to activate it via the Access Permissions Admin Screen admin screen. This allows your organization to control access at the user level by turning on the feature for all admins, just a specific group of admins, or multiple groups of admins.

Select the appropriate policy and, under UI Rules, check “Show In Admin Menu.”

To activate the UI Rules Editor, check "Edit UI Rules."

The ability to publish changes to UI rules is controlled by the "Publish Changesets" permission, under Changeset Manager.

UI Rules Added to Business Rules Editor.png

Access UI Rules Admin

Click ADMIN SETTINGS > USER INTERFACE > UI RULES and create or select a changeset.

A changeset is just a way to make changes to the user interface that can be tracked and easily reversed, if necessary. You may select an existing changeset (e.g., one you've already created containing related changes you'd like to make) or create a new one. See Create and Publish Changesets for complete details.

You will see the full list of UI rules for your organization. Use the search box to find a specific rule and click on it for more details.

At this time, about 90% of customer rules are supported with full visualization. Rules that are not yet able to be visualized will show the message “This UI rule is not supported in the UI Rule Editor at this time.”

Understand UI Rules

UI Rules must be associated with a particular Form or Tile to execute. UI Rules enhance the user-interface experience by providing the ability to do such things as:

  • Set Default values for fields or UDAs on a line item or header.

  • Conditionally show, hide, enable, disable, make required or make not required the fields or UDAs on a line item or header.

  • Conditionally set the value of a field or UDA to a hard-coded value, the value of another field or UDA, or the value of a Person attribute or Person Entity.


UI Rules are defined to execute based on a certain trigger, which may be viewed in the UI Rule Editor under Properties > Rule Exception. There are four different Rules Execution triggers to choose from in the Properties of a UI rule.

  • Only on Report Creation: For Header UI rules, this trigger means the rule will execute only when the user creates a new expense report.

  • Only on Line-Item Creation: For Line-Item UI rules, this trigger means the rule will execute only when a line item is created. For example, this could be used on a hidden UDA that expense owners don't need to see but which contains information that should be included for approvers and in the export.

  • Only on Field Listener: The rule will execute when the value of a specified field or UDA changes and carry it over to this field. For example, you could set the Allowable Amount field to be populated by the Amount Spent field. That means the Allowable Amount field will "listen" to the value of the Amount Spent field and match its value whenever the Amount Spent field changes.

  • Normal: This rule will execute each time the header or line item is rendered—i.e., whenever it is displayed in create, edit or view mode. This trigger can be combined with the Only on Field Listener trigger.

In the example below, the DescriptionRule's trigger is Normal, so it will fire whenever the line item is rendered.

Edit UI Rules

The UI Rules Admin Screen can be used to edit rule actions related to how fields are displayed (Set Field Visible/Hidden, Set Field Optional/Required, and Set Field Enabled/Disabled) and to edit rule execution properties.

1. Select the desired rule in the list and click EDIT.

UI - Edit.png

2. If you have not already selected a changeset, you will be prompted to select or create one now.

UI - Changeset.png

3. Click on the desired action or property to make changes.

UI - Change Value.png

UI - Properties.png

Note: If you click out of the UI Rules Admin Screen before you have saved your changes, you will receive an "Unsaved Changes" warning message.

UI - Unsaved.png

4. When you are finished, click SAVE

Note: If you fail to select values for all action segments before you save, you will receive an "Incomplete Action" violation message.

UI - Save Vio.png


5. The UI Rule Editor will remain in edit mode until you click CANCEL.

UI - Cancel.png

Then you will have the option to publish your changes by clicking PUBLISH.

  • Note that all changes you have previously made to that changeset, including those made on other admin screens, will be published.




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