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Rules

Business rules in Protrak allows to define conditional logic that determines when specific actions or behaviors should be applied. Rules use powerful attribute filters to create dynamic conditions based on instance and user attributes.

Rule-Based Access Control & Audit Trails​

Context-aware visibility, actions, and process control driven by configurable business conditions.​

CONTROL WITH CONTEXT. TRACE WITH CONFIDENCE.​

Designed for configurable business applications where access, process participation, and accountability must align with how teams actually operate.

Capability Overview​

Rule-Based Access Control adds dynamic decision logic to the user experience. Configurable conditions evaluate relevant user, record, attribute, and process context to determine which data, fields, options, or actions should be available at a given moment.

Use case: A single application can adapt access and interaction patterns for different teams, record categories, and process stages without creating separate screens or process variants for every scenario.

CapabilityWhat it enables
Contextual data visibilityShow relevant records based on user or record context.
Conditional actionsDisplay lifecycle actions only when configured conditions are satisfied.
Process dependenciesControl the next step using prior state or prerequisite completion.
Dynamic formsShow or hide fields according to selected values or business conditions.
Dependent selectionsFilter available choices using values selected elsewhere in the form.
Audit trailsTrace resulting operational actions and state changes for accountability.

Core Rule-Based Capabilities​

Context-Aware Data Visibility​

Evaluate configured user and record attributes to present only the data relevant to the current operating context. This supports segmented visibility without requiring separate applications for each group.

Use case: Users working in different organizational units can access the same application while seeing only the records relevant to their assigned context.

Configurable Access Policies​

Express access logic as reusable conditions that compare attributes, values, or contextual information. Policies can support simple conditions or combined logic for more specific decisions.

Use case: A record becomes visible only when its organizational or ownership attribute matches the logged-in user’s assigned context.

Conditional Lifecycle Actions​

Control the visibility of configured transition actions according to business conditions. Users see an action only when it is relevant and the required criteria are satisfied.

Use case: A Move to Review action appears only after mandatory process information is complete and the record reaches the required state.

Process Dependency Enforcement​

Use status or completion conditions from related process steps to govern downstream activity. This enables sequential execution while retaining one configurable process model.

Use case: A downstream activity can begin only after its prerequisite activity has been completed.

Resource and Eligibility Conditions​

Combine user, resource, skill, or assignment information in decision logic when an action requires more than general access.

Use case: A specialized action is available only when an eligible user is assigned and the required resource condition is met.

Adaptive Forms and User Experience​

Conditional Field Visibility​

Show or hide fields based on values entered elsewhere in the form. The interface adapts to the selected business context, reducing irrelevant fields and guiding accurate data entry.

Use case: Selecting a business category reveals the fields required for that category while unrelated fields remain hidden.

Dependent Picklists​

Filter available options in one selection field using the value chosen in another. This keeps choices relevant and reduces invalid combinations.

Use case: After a product category is selected, the next field lists only the families associated with that category.

Nested Decision Logic​

Apply multiple conditions and combinations to support layered visibility or action decisions. Rules can be composed to reflect more detailed operational scenarios.

Use case: An action can require the correct record state, an eligible user assignment, and completion of a preceding activity before it becomes available.

Responsive UI-Level Evaluation​

Evaluate display and interaction rules within the user experience so fields, options, and actions respond immediately to current context. These experience controls complement authoritative role and permission configurations.

Use case: As a user changes a form value, relevant fields and valid selections update without requiring a separate workflow or screen.

Combined Role-and-Rule Governance​

Use roles to establish who is generally authorized and rules to establish when access or an action is appropriate. This supports stable responsibility models with dynamic process conditions.

Use case: A reviewer role is authorized to approve, but the approval action appears only when validation is complete and the record is in the correct state.

Audit Trails and Operational Accountability​

Rule-based controls determine when content or actions are available. Audit trails complement that decision logic by recording the business activity that follows, providing a traceable history of who acted, when the action occurred, and what state resulted.

Action History​

Record the user, action, time, affected record, and resulting state for traceable process execution.

Use case: A governance team can use this information to verify execution and investigate exceptions.

Decision Context​

Retain relevant status and comments so reviewers can understand the operational context around an action.

Use case: A governance team can use this information to verify execution and investigate exceptions.

Exception Investigation​

Use historical activity to examine unexpected transitions, missing steps, or actions performed outside the expected sequence.

Use case: A reviewer can examine the event sequence and supporting context to determine where the process diverged.

Governance Evidence​

Provide a structured activity history for internal reviews, operational assurance, and compliance-oriented reporting.

Use case: When a lifecycle transition is questioned, a reviewer can identify who performed it, when it occurred, the resulting status, and any recorded comments, then compare the event with the rule-governed process conditions.

Business Outcomes​

  • Context-aware access without duplicating applications or workflows.
  • Guided process execution through condition-driven actions and dependencies.
  • Cleaner forms with relevant fields and valid selection options.
  • Flexible governance by combining stable roles with dynamic business rules.
  • Improved accountability through traceable actions, timestamps, states, and comments.

Overview​

Rules provide the foundation for:

  • Conditional Logic: Define when rules should be applied based on attribute values
  • Dynamic Filtering: Create filters that adapt based on runtime context
  • Business Process Automation: Automate decisions based on configurable criteria
  • Data Validation: Ensure data meets specific business requirements

Key Concepts​

Attribute Filters​

Attribute filters are the core building blocks of rules, allowing you to define conditions based on:

  • Instance Attributes: Properties of the current data instance
  • User Attributes: Properties of the current user context
  • Static Values: Fixed values that remain constant
  • Dynamic Values: Values that reference other attributes at runtime

Filter Groups​

Filter groups help organize multiple conditions using logical operators:

  • AND: All conditions in the group must be true
  • OR: At least one condition in the group must be true

Multiple filter groups can be combined using logical operators to create complex rule logic.

Child Pages​