Understanding how Quick Base evaluates dynamic form rules

This topic refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.

It's important to understand the order in which Quick Base evaluates and executes dynamic form rules:

  1. Depending on the conditions in your rule, Quick Base may evaluate rules in any of the following ways:

    • When the form (record) is opened

    • When the user clicks Save

    • After the user clicks save and Quick Base checks to make sure that the form can be saved

    • After the value in a field is changed

  2. Quick Base evaluates rules in the order in which they appear on the form.

Dynamic form rules and derived fields

Formula fields, Lookup fields, Summary fields, and Reference fields are all examples of derived fields; this means that the values in these fields are calculated based on the value in other fields on the form ("dependent" fields.)

When a form contains derived fields, Quick Base runs through all of the rules on the form twice, to ensure that all derived fields are updated properly. Specifically:

  • When evaluating a rule with a condition that references a derived field, Quick Base updates the values of the derived fields before evaluating the condition.

  • For each action that references a derived field, Quick Base updates the derived field before executing the action.

  • After executing all the rules on the form, Quick Base updates all derived fields once again. If the value of any derived field changes as a result, Quick Base executes only the rules that reference the derived field once again.

Note: Quick Base runs through the rules on the form ONLY twice when the form contains derived fields. If the value in a derived field changes after the second pass, Quick Base does not run through the rules again.

Note: The dynamic form rules for a form can contain a maximum of 20 derived fields.

Dynamic form rules and conditional dropdowns

Your form may contain conditional dropdowns; these are fields where the selection in one field dictates the available selections in another field (the dependent field.)

For instance, a form used to record automobile rentals may have two fields: Make and Model. When the user selects a Make, Quick Base ensures that the models that appear in the Model dropdown contain only models of the selected Make. In this example, the Make field is the independent field in the conditional dropdown pair; the Model field is the dependent field.

With dynamic form rules, you can change the value in the independent field in a conditional dropdown pair, but not the dependent field.

Dynamic form rules and grid edit

Quick Base does not evaluate or execute dynamic form rules when you update records using Grid Edit.

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