1. A record in the table is created or modified (from any source)
2. Tadabase checks for active table rules with matching triggers
3. For each matching rule, conditions are evaluated
4. If conditions are met (or no conditions exist), actions execute
5. The record is saved with all changes applied

• Record Created - Runs only when a new record is added
• Record Edited - Runs only when an existing record is modified
• Record Created or Edited - Runs on both creation and modification

• Setting default values for new records
• Calculating fields based on other field values
• Enforcing data validation rules
• Maintaining audit trails
• Ensuring data consistency

• All web forms
• Mobile app submissions
• API record creation/updates
• Data imports
• Bulk operations
• Record rules that create records in this table

• Auto-generate unique identifiers
• Set timestamps for creation/modification
• Calculate derived values
• Enforce business constraints
• Update related records

1. Open your application in the Builder
2. Go to the Data Builder section
3. Select the data table where you want to create the rule
4. Click the Rules tab
5. Click Add New Rule

• Record Created - For initialization logic that should only run once
• Record Edited - For updates that should only apply to existing records
• Record Created or Edited - For logic that applies to both new and existing records

• Update This Record - Modify fields in the current record
• Update Connected Records - Update related records in connected tables
• Insert Connected Record - Create a new related record
• Insert New Record - Create a new record in any table
• Send Email - Send an email notification
• Send SMS - Send a text message

• Compare field values
• Check if fields are empty or not empty
• Use date comparisons
• Combine multiple conditions with AND/OR logic

No Conditions: If you don't add any conditions, the action will always execute when the trigger fires.

• Custom Value - A static value you define
• Set Blank - Clear the field value
• Form Value - Copy from another field in the record
• Connected Value - Pull from a related record
• Logged-in User Field - Use data from the current user
• Auto Logged User - Set to the currently logged-in user
• Current Date/Time - Set to the current timestamp

1. Click Save to save your rule
2. The rule is enabled by default
3. Test by creating or editing a record
4. Verify the rule executes as expected

• Set default values for new records
• Calculate derived fields
• Set timestamps
• Auto-assign records to users
• Enforce status workflows

Scenario: When a new lead is created, automatically set the status to "New", priority to "Medium", and date added to the current date.

Configuration:

• Trigger: Record Created
• Action: Update This Record
• Conditions: None (always run)
• Field Values:
  • Status → Custom Value: "New"
  • Priority → Custom Value: "Medium"
  • Date Added → Current Date/Time

Scenario: When an order is created or edited, calculate the total by multiplying quantity by unit price.

Configuration:

• Trigger: Record Created or Edited
• Action: Update This Record
• Conditions: None
• Field Values:
  • Total → Formula: {quantity} * {unit_price}

Note: For calculations, use equation fields or set up the calculation using form values.

Scenario: When a support ticket's status changes to "Resolved", automatically set the "Resolved Date" to the current date and "Resolved By" to the logged-in user.

Configuration:

• Trigger: Record Edited
• Action: Update This Record
• Conditions: Status equals "Resolved"
• Field Values:
  • Resolved Date → Current Date/Time
  • Resolved By → Auto Logged User

• Propagate status changes to related records
• Update parent records when child records change
• Maintain summary fields in parent tables
• Synchronize data across related tables

Scenario: When a project's status is set to "Completed", automatically update all connected tasks to "Completed" as well.

Configuration:

• Table: Projects
• Trigger: Record Edited
• Action: Update Connected Records (Tasks)
• Conditions: Status equals "Completed"
• Field Values:
  • Task Status → Custom Value: "Completed"
  • Completion Date → Current Date/Time

Scenario: When a task is created or modified, update the parent project's "Last Activity" field to the current date.

Configuration:

• Table: Tasks
• Trigger: Record Created or Edited
• Action: Update Connected Records (Project)
• Conditions: None
• Field Values:
  • Last Activity → Current Date/Time

• Create default child records for new parents
• Generate related records based on conditions
• Initialize records with template data
• Create notifications or tasks

Scenario: When a new project is created, automatically create three default tasks: "Project Kickoff", "Requirements Gathering", and "Initial Planning".

Configuration:

Create three separate rules (or one with multiple actions if supported):

• Rule 1:
  • Trigger: Record Created
  • Action: Insert Connected Record (Task)
  • Conditions: None
  • Field Values:
    • Task Name → Custom Value: "Project Kickoff"
    • Status → Custom Value: "Pending"
    • Priority → Custom Value: "High"
• Rule 2: Similar for "Requirements Gathering"
• Rule 3: Similar for "Initial Planning"

Scenario: When a support ticket is created with "High" or "Critical" priority, create a notification record for the support manager.

Configuration:

• Table: Support Tickets
• Trigger: Record Created
• Action: Insert Connected Record (Notification)
• Conditions: Priority equals "High" OR Priority equals "Critical"
• Field Values:
  • Notification Type → Custom Value: "High Priority Ticket"
  • Assigned To → Custom Value: "Support Manager"
  • Date Created → Current Date/Time

• Create audit log entries
• Generate activity history
• Create records in logging tables
• Trigger workflows in other tables

Scenario: When a customer record is edited, create an audit log entry tracking who made the change and when.

Configuration:

• Table: Customers
• Trigger: Record Edited
• Action: Insert New Record (Audit Log table)
• Conditions: None
• Field Values:
  • Action Type → Custom Value: "Customer Modified"
  • Modified By → Logged-in User's Name
  • Modified Date → Current Date/Time
  • Customer Name → Form Value: Customer Name

Important: Use regular fields (not connection fields) in the audit log table to prevent orphaned records if the original record is deleted.

• Notify team members of record changes
• Send alerts for critical conditions
• Welcome emails for new records
• Status change notifications

Scenario: When a task is assigned to a user, send them an email notification.

Configuration:

• Trigger: Record Created or Edited
• Action: Send Email
• Conditions: Assigned To is not empty
• Email Configuration:
  • To: {assigned_to.email}
  • Subject: "New Task Assigned: {task_name}"
  • Body: "You have been assigned a new task: {task_name}. Due date: {due_date}."

Scenario: When a critical incident is reported, send an SMS alert to the on-call technician.

Configuration:

• Trigger: Record Created
• Action: Send SMS
• Conditions: Priority equals "Critical"
• SMS Configuration:
  • To: {on_call_tech.phone}
  • Message: "CRITICAL INCIDENT: {incident_title}. Location: {location}."

• Status equals "Approved"
• Total is greater than 1000
• Date Created is during the last 7 days

• Status equals "Pending" AND Amount is greater than $5,000
• Priority equals "High" AND Assigned To is not empty
• Date Created is before 30 days ago AND Status is not "Completed"

• Priority equals "High" OR Priority equals "Critical"
• Status equals "Overdue" OR Days Late is greater than 7

• (Status equals "Active" AND Balance is greater than 0) OR (Payment Date is before 30 days ago)

• Status → "Approved"
• Priority → "Medium"
• Discount Percentage → 10

• Clear "Assigned To" when status becomes "Completed"
• Remove "Temporary Note" after processing

• Billing Address → Copy from Shipping Address
• Final Price → Copy from Quote Price
• Contact Email → Copy from Primary Email

• Task's Priority → Copy from connected Project's Priority
• Order's Customer Email → Pull from connected Customer's Email
• Invoice's Billing Address → Pull from connected Customer's Address

• Created By Name → Logged-in User's Name
• Department → Logged-in User's Department
• Employee ID → Logged-in User's Employee ID

• Assigned To → Auto Logged User
• Created By → Auto Logged User

• Date Created → Current Date/Time
• Last Modified → Current Date/Time
• Timestamp → Current Date/Time

Timezone Note: The current date/time uses your app's timezone setting. Ensure it's configured correctly in App Settings.

• Good: "Set Default Status and Date on Lead Creation"
• Bad: "Rule 1"

• Use "Record Created" for initialization that should only run once
• Use "Record Edited" for updates to existing records
• Use "Record Created or Edited" when logic applies to both scenarios

• Only send emails if email field is not empty
• Only update status if it has changed
• Only create related records if they don't already exist

• Table A rule updates Table B
• Table B rule updates Table A
• Results in infinite loop

Prevention: Use specific conditions to break the loop, or use "Record Created" instead of "Record Created or Edited".

• Create test records to verify the rule works
• Test with different data scenarios
• Verify conditions filter correctly
• Check that all actions execute as expected
• Test with API and imports if applicable

• Group related rules in folders
• Use consistent naming conventions
• Keep active and inactive rules separate

• Explain what the rule does
• Note any dependencies
• Document special conditions
• Include examples

Requirement: Expense reports under $1,000 need manager approval. Over $1,000 need both manager and director approval.

Solution: Create multiple table rules:

• Rule 1: Set approval level on creation
  • Trigger: Record Created
  • Condition: Amount is less than or equal to $1,000
  • Action: Update This Record → Approval Required = "Manager"
• Rule 2: Set higher approval level
  • Trigger: Record Created
  • Condition: Amount is greater than $1,000
  • Action: Update This Record → Approval Required = "Manager and Director"
• Rule 3: Notify manager when submitted
  • Trigger: Record Edited
  • Condition: Status equals "Submitted for Approval"
  • Action: Send Email to Manager

Requirement: Keep a running total of all order amounts in the customer record.

Solution: Use equation fields or update connected records:

• On Orders table:
  • Trigger: Record Created or Edited
  • Action: Update Connected Records (Customer)
  • Condition: None
  • Field Values: Last Order Date → Current Date/Time
• Use equation field in Customer table: Sum of all connected order totals

Requirement: Ensure phone numbers are formatted consistently and email addresses are lowercase.

Solution: Create rules to clean data:

• Rule 1: Standardize phone format
  • Trigger: Record Created or Edited
  • Condition: Phone is not empty
  • Action: Update This Record
  • Note: Use validation rules or pipes for formatting
• Rule 2: Lowercase emails
  • Trigger: Record Created or Edited
  • Condition: Email is not empty
  • Action: Update This Record
  • Field Values: Email → Use pipes to convert to lowercase

• Is the rule enabled? (toggle switch)
• Does the trigger match your action? (creating vs editing)
• Do the conditions match your test data?
• Are field names spelled correctly?

• Are you using the correct value type? (Custom vs Form vs Connected)
• Are field mappings correct?
• Is the source field populated?
• Are multiple rules overwriting each other?

• Is the email field populated?
• Is the email address valid?
• Are conditions preventing the email action?
• Check your plan's email limits

• Too many rules on one table
• Rules creating circular updates
• Complex conditions taking too long to evaluate
• Updating many connected records at once

• Click the toggle switch on the rule
• Useful for testing or temporarily pausing automation
• Disabled rules are preserved and can be re-enabled anytime

• Click on the rule name to open the editor
• Make changes to trigger, conditions, or actions
• Save changes
• Test to verify the changes work as expected

• Click the delete icon on the rule
• Confirm deletion
• The rule is permanently removed

Warning: Deleting rules cannot be undone. Consider disabling instead if you might need the rule again.

1. Create two tables: Customers and Orders
2. Add a connection field in Orders connecting to Customers
3. Add fields in Orders: Order Number, Order Date, Status, Total, Customer (connection)
4. Add fields in Customers: Name, Email, Total Orders, Last Order Date

1. Auto-generate Order Number
   • Trigger: Record Created
   • Action: Update This Record
   • Field: Order Number → Use equation or auto-number field
2. Set Order Date
   • Trigger: Record Created
   • Action: Update This Record
   • Field: Order Date → Current Date/Time
3. Set Default Status
   • Trigger: Record Created
   • Action: Update This Record
   • Field: Status → Custom Value: "Pending"
4. Update Customer Last Order Date
   • Trigger: Record Created
   • Action: Update Connected Records (Customer)
   • Field: Last Order Date → Current Date/Time
5. Send Order Confirmation Email
   • Trigger: Record Created
   • Action: Send Email
   • To: {customer.email}
   • Subject: "Order Confirmation: {order_number}"
   • Body: Order details

1. Create a new order and verify:
   • Order number is generated
   • Order date is set to current date
   • Status is "Pending"
   • Customer's last order date is updated
   • Confirmation email is sent

• They run at the database level for all data entry methods
• Use them for core business logic and data integrity
• Choose the right trigger: Created, Edited, or Both
• Add conditions to control when actions execute
• Test thoroughly before deploying to production
• Document complex rules for maintainability