Set up rules

You can set up rules that trigger actions in ALM Octane when certain conditions are met.

Overview

Rules contain an action and usually a condition.

You set the action that should occur when the condition is true.

  • Actions

    Examples of actions include making fields required, making fields read-only, setting a default value for a field, and so on.

  • Conditions

    When conditions are met, the rule's action is performed. For example, a rule can make the Fixed in Release field required if the Status field is changed to Fixed. Status=Fixed is the condition.

    If you don't specify a condition, the rule's action is always performed. For example, you may want a field to always be required.

Accessing rules

Admins with Administration > Rule > Manage permissions can modify values for rules.

Admins without Administration > Rule > Manage permissions can still view the Rules area in Settings, but cannot make any updates.

Sharing rules between spaces

Rules can be defined for shared spaces and workspaces.

Isolated spaces

Rules cannot be defined at the space level when the space is isolated.

Instead, define rules in individual workspaces.

The rules are applied in that individual workspace only.

Shared spaces (Enterprise Edition)

This table summarizes the actions admins can perform when defining rules in shared spaces and associated workspaces.

Shared space Associated workspaces

The space admin can add and modify rules defined in the shared space.

The rules run in all associated workspaces.

  • For rules defined by the space admin in the shared space:

    Rules run in all associated workspaces.

    Admins for the workspace cannot modify shared rules.

  • For rules defined by an admin in a workspace:

    Admins for the workspace can add and modify these rules.

    The rules run for that individual workspace only.

Which rules run first?

Individual workspace rules run first, and then shared space rules. For details, see Do shared space rules or workspace rules take precedence?.

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Plan

Plan out the rules you need and their order.

  • You can combine several actions into one rule, if the actions all share the same condition. This can improve performance.

    Example: Using just one rule, you can set several fields to read-only. Similarly, using a different rule, you can make several fields required.

  • Maybe several rules are needed. For example, to set different lookup lists based on a field value, you need a rule for each lookup list.

  • The order in which the rules appear in the rule list is important. Later rules override the actions of earlier rules.

  • Enterprise Edition: Determine if the rule should be defined on the space level (shared) or on the workspace level.

  • Depending on the rule you are defining, there may be some preliminary steps to take before starting. For example, if you are creating a rule with the Trigger Webhook action, you may want to define credentials before creating the rule.

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Define rules

Rules can be defined for shared spaces and workspaces.

Create a rule

  1. Plan ahead.

    Depending on the rule you are defining, there may be some preliminary steps to take before starting.

    For example, if you are creating a rule with the Trigger Webhook action, you may want to define credentials before creating the rule.

  2. In Settings , click Spaces and select a space or a workspace.

  3. Click Entities and select the item for which you want to create a rule.

  4. Click Rules.

  5. You can create a new rule or use an existing one as a basis:

    • Click + to create a new rule.

    • Select a rule and click Duplicate Rule.

Define an action

Click Action and choose the action for the rule to perform.

Enter the relevant values for that action.

Define a condition

A condition is made up of a field, an operator and a value.

  1. Click Condition to start creating the condition.

    Only one condition can be defined for each rule. But the condition can be a complex condition: This means that you can have one condition with several parts, separated by And and Or operators.

    If necessary, add AND/OR expressions to the condition.

    As you build the condition, a textual representation of the condition is displayed in the Description box.

    Note: Conditions can evaluate to false if ALM Octane encounters a field in a rule definition that it cannot process because the field does not exist. Sometimes this is because a field was removed from the project. There are situations where this is not an error, but part of the logic necessary to implement your organization's policy.

    By default, rules are activated. For details, see Understand rule activation and performance.

    After you save the rules, ALM Octane automatically runs them.

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Examples

Examples of creating rules are listed below.

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Next steps: