Rules
Rules
Screen Overview
The Rules screens let administrators create, view, and manage automation rules that react to system events (e.g., door alarms) and perform follow‑up actions (e.g., send an email). The module includes:
- A filter/search page to locate rules.
- A list view with bulk actions.
- Two authoring forms: Create Simple Rule and Create Complex Rule.
Field Definitions
| Field Label | Definition | Notes |
|---|---|---|
| Name | Display name of the rule. | Required. Should clearly state location/condition/action (e.g., “4th FL Tech Room – Door Held Open – Email”). |
| Active | Toggles whether the rule is enabled. | Only Active rules evaluate and fire. Can also be changed from the list via Change Status. |
| Owner | Assigns rule ownership to Me, Other Person, or Shared. | Ownership affects visibility and who can edit. Shared makes the rule available to authorized users in the system group. |
| Start Date | Date/time when the rule becomes effective. | Optional; if empty, the rule is active immediately (when Active = Yes). |
| End Date | Date/time when the rule stops evaluating. | Optional; once reached, the rule no longer fires even if Active = Yes. |
| Schedule | Time schedule during which the rule is evaluated. | Defaults to “Access 24/7 (Global).” If the current time is outside the schedule, the rule will not fire. |
| Event Category | The family of events to monitor (e.g., Door, Alarm, Controller). | Determines available Event Types. Required for simple rules. |
| Event Type | The specific event inside the chosen category (e.g., Held Open). | Required for simple rules. Options depend on Event Category. |
| Triggered By | The device/entity that generates the selected event (e.g., a specific door). | Appears after selecting Event Category/Type. You can usually select one or multiple sources. Required for simple rules. |
| Then Action | What the system does when the rule condition is met (e.g., Send Email). | Available actions depend on site configuration and permissions. Required. |
| Action Problem Distribution List | Contact list used by alerting actions (emails, notifications). | Optional. If not set, the action may still require recipients elsewhere. |
| System Group (Filter) | Limits results to a system group context (e.g., Me/Shared). | Affects visibility in the list and filter page. |
| System (Filter) | Filters rules by system. | Multi-select. Optional. |
| Facility (Filter) | Filters rules by facility/campus/building. | Multi-select. Optional. |
| Event Category (Filter) | Filters the list by event category. | Optional; narrows results to relevant categories. |
| Event Type (Filter) | Filters the list by event type. | Optional; depends on selected category. |
| Rule Type (Filter) | Filters for Simple, Complex, or Both. | Default is Both. |
| Search (Filter) | Status filter (Active/Inactive/Both). | Default is Active. |
| View (Filter) | Limits to All, Mine, or Shared views (site‑specific). | Optional. |
| Search Text (Filter) | Free-text search across rule names. | Case-insensitive contains match. |
| Test Rule 1 | First rule referenced by a complex rule. | Required on complex rules. |
| Test Rule 2 | Second rule referenced by a complex rule. | Optional if using “By Itself” operator. |
| Operator Condition | Logical relationship between Test Rule 1 and Test Rule 2. | and/or/By Itself. “By Itself” ignores Test Rule 2. |
| Count Comparison | Comparison operator used for event counts. | <, <=, =, >=, >. Used with Count in complex rules. |
| Count | Target number of occurrences evaluated by a complex rule. | Must be a positive integer. |
| Has Time Limit | Whether the count must occur within a time window. | When enabled, additional duration inputs may be prompted. |
| Type (List Column) | Indicates Simple Rule or Complex Rule. | Read-only in the list. |
| Event Category + Type (List Column) | Combined descriptor of the monitored event. | Read-only in the list for simple rules; complex rules show combined references. |
| Status (List Column) | Current state: Enabled/Disabled. | Mirrors the Active toggle. |
| Start Date Time (List Column) | Effective start timestamp for the rule. | Read-only; derived from Start Date. |
| Action (List Column) | The action executed when the rule fires. | Read-only; e.g., Send Email. |
Screen Actions and Functions
- Create Simple – Opens the Create Simple Rule form.
- Create Complex – Opens the Create Complex Rule form.
- View – Opens a read-only view of the selected rule.
- Edit – Opens the selected rule for modification.
- Delete – Removes the selected rule. Typically a soft delete; audit history may be retained.
- Duplicate – Creates a copy of the selected rule for rapid setup.
- Change Status – Enables or disables the selected rule(s) without editing.
- Export – Exports the current list (respects active filters).
- Submit (Filter) – Applies the selected filter criteria.
- Reset (Filter) – Clears all filter inputs.
- Create (Form) – Saves the new rule from the authoring forms.
- Back to List – Returns to the rule list.
- Back to Filter – Returns to the filter page.
Usage Instructions & Examples
How to Find Existing Rules
- Open the Rules filter page.
- Set filters (e.g., Facility, Event Category, Rule Type) and optionally enter Search Text.
- Click Submit. Review results in the list. Use Export if needed.
Create a Simple “Door Held Open – Send Email” Rule
- Click Create Simple.
- Enter Name (e.g., “4th FL Tech Room – Door Held Open – Email”).
- Ensure Active = Yes and verify Schedule (e.g., Access 24/7).
- Select Event Category = Door (example) and Event Type = Held Open.
- Click Triggered By and choose the specific door/device.
- Set Then Action = Send Email.
- (Optional) Click Action Problem Distribution List and select the distribution list to receive the email.
- Set Start Date (now) and optionally End Date.
- Click Create. The rule appears in the list and will email recipients when the door is held open.
Create a Complex “Multiple Events Within a Count” Rule
- Click Create Complex.
- Enter Name and set Active = Yes.
- Choose Test Rule 1 and Test Rule 2 (select existing rules).
- Set Operator Condition:
- and = both rules must trigger
- or = either rule triggers
- By Itself = only Test Rule 1 is evaluated
- Set Count Comparison and Count (e.g., >= 3).
- (Optional) Toggle Has Time Limit to constrain the count to a time window.
- Choose Then Action (e.g., Send Email or Create Ticket) and, if required, select the Action Problem Distribution List.
- Set Start/End Dates as needed and click Create.
Change Rule Status in Bulk
- From the list, select one or more rules.
- Click Change Status and choose Enable or Disable.
- Confirm to apply.
Duplicate a Rule to Reuse Settings
- Select a rule in the list.
- Click Duplicate.
- Update Name and any device selections (Triggered By).
- Click Create.
System Behaviors and Edge Cases
- Event dependencies: Event Type choices depend on the selected Event Category; Triggered By options depend on the Event Type.
- Scheduling: If the current time is outside the selected Schedule, the rule will not fire even when Active = Yes.
- Effective dates: An End Date in the past prevents firing. Start Date in the future delays activation until reached.
- Complex rule logic:
- By Itself ignores Test Rule 2.
- Count and Count Comparison evaluate the number of occurrences that satisfy the operator condition.
- If Has Time Limit is enabled, counts must occur within the configured window; otherwise, occurrences are evaluated over the rule’s lifetime since Start Date.
- Ownership and visibility: Rules owned by Other Person may be visible but not editable without sufficient permissions. Shared rules are visible to authorized users within the system group.
- Deletion safeguards: If a rule is referenced by another (e.g., used as Test Rule 1/2), deletion may be blocked or warned until dependencies are removed.
- Exports respect filters: Only the currently filtered set is exported.
- Change Status is immediate: Disabling stops further evaluations; events already in progress will not trigger new actions.
Permissions
- View Rules: Users with Rules-View or equivalent role.
- Create/Edit Rules: Users with Rules-Manage or higher (e.g., Tenant or Global Administrators).
- Delete Rules: Users with Rules-Delete permission.
- Change Status: Users with Rules-Manage.
- Export: Users with Reports/Export or Rules-Export permission.
- Ownership constraints: Editing rules owned by Other Person may require elevated admin privileges unless explicitly shared.
Linked Workflows
- Schedules: The Schedule picker links to the site’s Schedules configuration.
- Distribution Lists: Action Problem Distribution List links to contact lists used by notifications.
- Devices and Entities: Triggered By pulls from configured doors, inputs, readers, or other event sources.
- Actions: Then Action options may create tickets/requests, send notifications, or trigger outputs depending on site configuration.
- Complex Rules: Test Rule 1 and Test Rule 2 reference other rules already defined in this module.
Reference Image Links
- None.