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Manage Rules

The Manage Rules page lets you create and manage validation rules (edit checks) for the study. Rules run automatically during data entry to enforce data quality — flagging errors, setting default values, or triggering other logic.

Last updated: 04/14/2026

Manage Rules

The Manage Rules page lets you create and manage validation rules (edit checks) for the study. Rules run automatically during data entry to enforce data quality — flagging errors, setting default values, or triggering other logic.

Path: Home → Study Name → Build → Manage Rules

Overview​

Rules are automated validations and logic that execute during data entry to:

  • Enforce Data Quality — Validate ranges, formats, and relationships
  • Set Default Values — Automatically populate fields based on conditions
  • Calculate Derived Values — Compute fields based on other data
  • Hide/Show Fields — Control field visibility based on conditions
  • Trigger Alerts — Notify users of data anomalies

Rules can be applied at the study level (affecting all CRFs) or at the CRF level (affecting specific forms).

Manage Rules Page

Rules Table​

ColumnDescription
NameThe name of the rule
DescriptionOptional description of what the rule does
TypeScope: Study (applies study-wide) or CRF (applies to a specific CRF)
Applies ToThe study name or CRF name the rule targets
Created ByThe user who created the rule
EnabledCurrent state: Enabled or Disabled
Stop Other RulesWhether this rule stops other rules from executing (checkbox)
ActionEdit and Delete actions

Example​

NameTypeApplies ToCreated ByEnabled
Calculate BMICRFDemographicsAlexandra ChenEnabled
Calculate Age at ConsentCRFDemographicsAlexandra ChenEnabled
Vital Signs Range CheckCRFVital SignsAlexandra ChenEnabled

Total: 3 rules

Row Actions​

ActionDescription
EditOpens the rule editor to modify the rule's conditions and actions
DeletePermanently removes the rule from the study

Page Actions​

ActionDescription
Create RuleOpens the Rule Studio to define a new rule
SearchFilter rules by name

Creating a Rule​

Click Create Rule to open the rule creation interface (powered by Rule Studio). You can define:

  1. Rule Name — A descriptive label
  2. Description — Optional explanation of the rule's purpose
  3. Type — Study-level or CRF-level
  4. Conditions — Trigger conditions (e.g., when a field value is blank, out of range, or fails a logical check)
  5. Actions — What happens when conditions are met (e.g., show error, set default value, skip to field)
  6. Enabled — Whether the rule is active immediately
  7. Stop Other Rules — If checked, this rule prevents other rules from running after it

Tip: Use the Rule Studio app for advanced rule authoring with a visual editor.

Expression Syntax​

Expressions are used in rule actions to compute or validate values. Use the Item[OID] notation to reference CRF fields:

Item[FIELD_OID]

Full form (when referencing an item outside the current CRF):

Event[@oid=EVENT_OID].Crf[@oid=CRF_OID].Item[ITEM_OID]

Examples​

RuleExpression
Calculate BMIround(10000 * Item[WEIGHT_KG] / Item[HEIGHT_CM] / Item[HEIGHT_CM])
Calculate Age at ConsentgetYear(CURRENT_DATE) - getYear(Item[DATE_OF_BIRTH])

BMI note: Use multiplication by 10000 rather than dividing height by 100 first. The expression engine evaluates left to right, so 10000 * W / H / H correctly equals W × 10000 / H².

Built-in Constants​

ConstantValue
CURRENT_DATEToday's date
CURRENT_DATETIMECurrent date/time

For a full function and operator reference, see Rule Studio Overview.

Rule Types​

TypeDescription
StudyApplies across the entire study, regardless of CRF
CRFApplies only when a specific CRF is being completed