Layout Rules let you control what appears on a record's layout based on the values a user enters. Instead of displaying every field, section, button, or list always, you can configure rules that surface the right information at the right moment - reducing clutter and providing a guided form filling experience for users.

For instance, a form for an insurance company doesn't need to show dependent information for every type of insurance policy - only for life insurance. With layout rules, the Dependent Information section stays hidden until the user picks Life Insurance, then appears automatically.

Similarly, a recruitment form doesn't need to show interview feedback fields for every candidate - only for those who have moved past the screening stage. With Layout rules, the Interview Feedback section stays hidden until the user sets Candidate Status to Interview Scheduled - then it appears automatically.

How Layout Rules work  

A layout rule is built around a primary field - the field whose value triggers the rule. When that field's value matches the condition you set, one or more actions run on the layout: fields appear, sections expand, values get pre-filled, and so on.

Each rule can contain multiple conditions, and each condition can trigger multiple actions. This lets a single rule handle different stages of a record's lifecycle as its status changes.

To get a clearer understanding of this, let's look at some examples.

Zylker Insurance uses a CRM module to manage customer enquiries. Depending on what a customer is looking for and which insurance type they choose, the form needs to display different fields, sections, and prompts.

Here is what the company wants to achieve and how the requirements map to layout rules and actions:

1. When What are you looking for? is Insurance and 'Has Dependents' is Yes:

a) Action: Show Field - show the Type of Insurance field.

b) Action: Recommend Field Value - suggest Life Insurance for the Type of Insurance field.

2. When Type of Insurance is Life Insurance:

a) Action: Show Section - show the Dependent Information section.

b) Action: Set Mandatory Fields - make Dependent's Name and Date of Birth mandatory.

c) Action: Set Field Value - pre-fill Premium Amount with the calculated base premium.

d) Action: Show Message - show a reminder next to Dependent's Name to verify ID proof.

e) Action: Show Links - show the View Claim History link.

f) Action: Verify Fields - prompt verification of Date of Birth before saving.

3. When Type of Vehicle is Commercial Vehicle:

Action: Show Picklist Values - limit Type of Permit to Goods Carrying Vehicle and Passenger Carrying Vehicle.

4. When Policy Status is Issued:

a) Action: Set Read-Only Fields - lock the Type of Vehicle field.

b) Action: Show Related Lists - show the Notes related list.

As you can see, based on specific field values, you can make fields, sections, and subforms appear or disappear, mark fields as mandatory, lock fields from editing, auto-fill values, and surface related lists, buttons, and links - all dynamically.

This example shows how a single layout rule - Application Status Rule - can govern the entire lifecycle of a loan application. The primary field is Application Status, and the rule adds appropriate fields, sections, and controls at each stage of the process.

Before configuring the rule, the module is set up with the following sections:

1. When Application Status is Submitted:

a) Action: Set Read-Only Fields - lock Application Date and Branch so they cannot be edited after submission.

b) Action: Show Message - remind the user to assign a loan officer within 24 hours of submission.

2. When Application Status is Under Review:

a) Action: Show Section - show the Loan Details section.

b) Action: Show Picklist Values - limit Loan Type to Personal Loan, Vehicle Loan, and Home Loan.

c) Action: Recommend Field Value - suggest the standard starting rate for Interest Rate.

3. When Application Status is Document Verification:

a) Action: Set Mandatory Fields - make ID Proof, Address Proof, and Income Proof mandatory.

b) Action: Verify Fields - prompt verification of Income Proof against the submitted document.

4. When Application Status is Collateral Assessment:

a) Action: Show Section - show the Collateral Details section.

b) Action: Set Field Value - calculate Required Collateral Value automatically as 120% of the Loan Amount.

5. When Application Status is Credit Evaluation:

a) Action: Set Mandatory Fields - make Credit Score and Risk Category mandatory.

b) Action: Verify Fields - prompt verification of Credit Score against the credit bureau report.

c) Action: Show Message - display a reminder that the eligibility amount cannot exceed the requested loan amount.

6. When Application Status is Approved:

a) Action: Show Section - show the Payment Details section.

b) Action: Show Related Lists - show the Payment Schedule related list.

c) Action: Show Buttons - show the Generate EMI Schedule button.

7. When Application Status is Disbursed:

a) Action: Show Section - show the Disbursal Details section.

b) Action: Set Read-Only Fields - lock Disbursal Date and Disbursed Amount so they cannot be altered.

c) Action: Show Links - show the Disbursement Voucher link.