Advanced Activity Rules
Audience: Admins and Technical Builders, Implementors, and Developers
Purpose: Explains how Advanced Activity Rules work in Kizen and how they affect Activity field visibility and validation across the platform.
Overview
Advanced Activity Rules allow you to apply conditional logic that controls when Activity fields are shown and how validation behaves during submission. These rules are enforced both in the UI and on the backend, ensuring consistent behavior across UI manual entry and Automations.
When to Use Advanced Activity Rules
Use Advanced Activity Rules when you need to:
Show Activity fields only when relevant
Apply conditional validation without creating multiple Activity Types
Support multiple workflows within a single Activity Type
Reduce form complexity while maintaining structured data capture
Rule Components
Advanced Activity Rules are composed of the following elements.
Trigger or Condition Fields
The field whose value determines when a rule applies. All Field types can be used as conditions.
Operators and Conditions
Each condition includes a comparison operator (for example, equals or does not equal) and a comparison value. Available operators depend on the selected field type.
Condition Logic
Defines how multiple conditions are evaluated. ANY applies the rule if any condition is met (logical OR). ALL applies the rule only if all conditions are met (logical AND). This setting applies to all conditions within the rule.
Target Fields (Shown Fields)
Defines which Activity fields are shown when rule conditions are met. Any Activity field can be selected as a target. Fields not selected remain hidden. A field can only be controlled by one rule.
How Rules Are Evaluated
Advanced Activity Rules are evaluated:
When the Activity form loads
When a trigger field value changes
When the Activity is submitted
During backend validation (UI & Automations)
Each field can appear only once in the Show the following field(s) selector, so a field's visibility is controlled by a single rule. This prevents conflicts where one rule would show a field, and another would hide it, and means rule order does not affect which fields are displayed.
Rule Effects, Behavior, and Limitations
Advanced Activity Rules affect Activity behavior in the following ways:
Hidden required fields are ignored during validation
Validation behavior is consistent across UI and backend submissions
Rules do not modify stored values or historical Activity records
They have the following limitations:
A field can only be controlled by one rule
A field can be used as a trigger for multiple rules
Rules control visibility and validation only
Rules do not assign values, update records, or alter historical data
Permissions and Advanced Rules
Advanced Rules control when fields are shown, not whether users can edit them.
Rules are evaluated regardless of permissions, meaning the logic still runs even if the user cannot access certain fields.
If a rule condition references a field the user cannot access, that field is treated as blank during evaluation.
Permissions still control editability. If a field is read-only due to permissions, the user can see it (if shown by the rule) but cannot edit it.
Caution: If a required field becomes read-only due to permissions, the form cannot be submitted. This is a configuration issue and should be resolved by adjusting permissions or rule logic.
Industry Examples
Conditional Claim Follow-Up Show additional fields such as Claim Denial Reason or Adjuster Notes only when a claim outcome is marked as Denied. This ensures required details are captured without cluttering the Activity form for approved claims.
Escalation Tracking Display Supervisor Review Required and Escalation Reason fields only when a claim exceeds a defined severity or dollar threshold.
Policyholder Communication Paths Show different Activity fields based on the communication method selected (Email, Phone, or In-Person), allowing agents to log channel-specific details accurately.
Appointment Outcome Documentation Show No-Show Reason or Reschedule Date fields only when an appointment Activity is marked as Missed or Rescheduled, reducing unnecessary data entry for completed visits.
Care Pathway Differentiation Display different follow-up fields depending on whether an Activity relates to Initial Consultation, Treatment, or Post-Care Follow-Up.
Compliance and Consent Capture Require consent-related fields only when certain care types or procedures are selected, ensuring compliance without over-collecting information.
Transaction Review and Exception Handling Show Exception Reason or Compliance Notes fields only when a transaction Activity is flagged for review, supporting audit requirements without slowing routine processing.
Client Interaction Classification Display different Activity fields based on interaction type, such as Advisory Call, Account Maintenance, or Issue Resolution, enabling consistent client records.
Follow-Up Requirements Require follow-up scheduling details only when an Activity outcome indicates further action is needed, such as additional documentation or client approval.
What’s Next
Next, continue to Adding Advanced Activity Rules, which explains how to configure rules using the Kizen UI so you can understand:
How to define rule conditions and logic
How to select fields to show when conditions are met
How rule order and required fields affect Activity submission
Reviewing the UI configuration steps prepares you to design and test Activity Rules confidently before using them in production.
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