Kaizen #63 - Layout Rules in Zoho CRM

Hello and welcome to another week of Kaizen!

This week, we will be discussing Layout Rules in Zoho CRM.

If you need to modify the layout of a module based on user inputs, or to show or hide sections based on the value of a specific field, we have got just the perfect solution for you.

What is a Page Layout?

In simple terms, a page layout is a template where you can add, choose and arrange the fields and sections that will be displayed in a module. Depending on your application requirement, you can either edit the standard layout, or create custom layouts.

What are Layout Rules and why you need them?

Layout rules are a set of criteria that you define to modify the layout of a module. These rules help you keep your layouts clean and clutter-free. Often, you may need to set up dynamic layouts, where the value selected for one field determines the subsequent sections and fields. 

For example, in an automobile rental company, the field requirements for a two-wheeler will differ from the ones for a car. By using layout rules, you can display only the relevant sections and fields based on the type of vehicle being rented. This article will use an automobile rental company as an example to explain Layout Rules.

Who can access Layout Rules feature?

Only users with permission to Customize Zoho CRM profile can access this feature.

How and when are Layout rules triggered?

You can trigger the rule when the chosen primary field meets one of the following conditions.

• is
• isn't
• contains
• doesn't contain
• starts with
• ends with
• is empty
• is not empty

You can trigger the following actions when the criteria are met:

• Show Fields - To show specific fields. For example, show the Number of Helmets field only if the Helmets Required is YES.
• Show Sections - To show specific sections. For example, display the Four wheeler section only if the vehicle type is Four wheeler. 
• Set Mandatory Fields - To set specific fields mandatory. For instance, make the car type field mandatory if the vehicle type is Four wheeler.
• Show Subforms - To show specific subforms. For example, to show the Accessories Required only if the user chooses to rent accessories.

How to create Layout Rules?

1. Go to Setup > Customization > Modules.
   
2. Select the module.
   
3. Go to the Layout Rules section and + New Layout Rule.
   
4. In the New Layout Rule pop-up, enter the following details:
   
1. Rule Name
   
2. Rule Description
   
3. Select the Layout to which the rule is applicable.
   
4. Choose the primary field that controls the rule.
   
5. Choose a condition to initiate the rule.
   
5. Click Next.
   
6. In the Rule Page, click + Trigger an action.
   
7. Select the action and choose the corresponding section/field/subform according to the action you have selected.
   
8. Click Save.

How to trigger more than one action with a condition?

With a single condition, you can trigger more than one action by repeating steps 6 to 8. For instance, if the vehicle type is two-wheeler, you can show the two-wheeler section, and make the bike-type field mandatory.

How to add more criteria to a condition?

To add more than one criteria to the condition, click on Edit Condition after initiating the rule. For example, you can show the Number of seating rows field only if the car type is MUV/SUV AND the seating capacity is greater than 4.

Note : You can add a maximum of five criteria in each condition, combined using AND or OR. You can use the primary field for only one criterion, and this criterion can only have AND operator with others.

How to add more conditions?

To add more conditions and actions depending on the same primary field, click on Choose an option and add them. For example, if the Vehicle Type is Four-wheeler, show the Four wheeler section of the layout.

How to make a field mandatory?

Apart from showing specific fields, sections or subforms, you can also make a field mandatory depending on a condition. For example, you can make the Number of Helmets field mandatory if the Helmets Required field is checked.

Layout Rules in action

The image illustrates the effects of the layout rules. Two-wheeler or Four-wheeler sections are shown depending on the value of the Vehicle Type field. The Number of Helmets required field becomes mandatory if Helmet Required field is checked. If the car type is MUV or SUV, AND the Maximum seating capacity is more than 5, then the Number of seating rows field is displayed.

API support for Layouts and Layout Rules

If you do not specify the layout while creating a record using API call, the standard layout will be applied by default. If you specify a layout, the record will be assigned to it along with mandatory field check configured for that specific layout. In either scenario, the Show Field/Section/Subform layout rules applicable will be applied to the view record page in the UI. 

Mandatory Field Layout Rules

In order to apply the mandatory field rules, you must include the apply_feature_execution key in the input JSON. This is supported for Insert, Update and Upsert Records API from v2.

Currently API support is only available for Mandatory Field Layout Rules, during inserting or updating a record. 

Here is the sample JSON to create a record applying the layout rules.

{     "data": [         {             "Email": "patricia.boyle@zoho.com",              "Name": "Patricia",             "Name1" : "Matt",             "Mobile_Number" : "999999999",             "Vehicle_Type": "Two wheeler",             "Bike_Type": "Standard",             "Helmets_Required": true,              "Layout": {                 "name": "Standard",                 "id": "4876876000002670001"             }         }     ],      "apply_feature_execution": [        {            "name": "layout_rules"        }    ]  }

In this example, the system will throw the following MANDATORY_NOT_FOUND error since we have made the Number of Helmets field mandatory if the Helmets Required field is True.

{     "data": [         {             "code": "MANDATORY_NOT_FOUND",             "details": {                 "layout_rule": {                     "name": "Helmet Mandatory Rule",                     "id": "4876876000002695023"                 },                 "api_name": "No_of_Helmets"             },             "message": "required field not found",             "status": "error"         }     ]  }

You can use apply_feature_execution key in the Update and Upsert Record APIs to apply mandatory field rules to those records created without apply_feature_execution key.

Show Field/Section/Subform Rules 

API support is currently not extended to these rules. When using API calls, you can add values to all fields, even if they are hidden by layout rules.  Get Records API returns all the fields in the layout. In other words, using APIs bypasses layout rules for Show Field/Section/Subform.

Points to remember

• You can include the primary field of one layout rule in the "Show Field" and "Set Mandatory Fields" actions for other layout rules, but not as a primary field for another rule.
  
• The Record Owner field or a multi-select picklist field cannot be the primary field for a rule.
  
• Layout rules are active when creating a record manually and when creating a record through the API. However, when using the API, only mandatory field rules are applied. Layout rules are not available for records generated via import, webforms or lead convert page. Refer to Layout Rule Exceptions for more details.
  
• When you edit a primary field associated with a layout rule, and if the actions triggered include making one or more fields mandatory, the system will capture these mandatory fields via a pop-up prompt. For example, when you edit a record, and change the Helmets Required from No to Yes, the Number of Helmets Required field will be captured via a pop-up prompt.
  
• You cannot use Layout Rules on Auto Number, Lookup, Multi Select Lookup, User Lookup, Formula, File Upload and Multi Line field types.
  
• Layout Rules are applicable for create, edit and view pages.
  

We hope you found this post useful. We will meet you next week with another interesting topic!

If you have any questions let us know in the comment section.

Related Links

Conditional Layouts

Layout Rules FAQs

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