Admins: Custom user data and dynamic rules: editing options

Admins: Custom user data and dynamic rules: editing options


Intended Audience:  Administrators

Summary


Learn what parts of custom user data you can change while dynamic rules are active. 

As background for editing custom user data, see:

  • Custom user data: set up custom fields with details about field types
  • Dynamic rules: use custom user data to assign users to groups for a how-to on rules setup

Options for custom user data, while the data is in use

When you set up a dynamic rule and activate it, the rule runs continually in the background. The rule relies on the custom user data linked to it. Safety Made Simple blocks certain changes to dynamic rule components, to keep the rules running.

The rule of thumb: you can add to a custom user data field, but you cannot remove from it.

While the rule is active, you can make the following changes to a custom user data field:

  • rename the field
  • change the options for the field, including:
    • make the field editable, or not
    • if editable, make the field mandatory or not
  • for Choice fields, you can add new values

While it is linked to a dynamic rule, you cannot:

  • remove values from a choice field
  • change the field type from single to multi-choice

Edit a custom user data field, while linked to a dynamic rule

  1. From main navigation go to Settings > Users > Custom User Data > your custom field.  
  2. Rename the field, if required.
  3. From the field's page, enable or disable the following settings as required:
    • Editable
    • Mandatory
  4. For Comma separated values, add any field values required.
  5. Save to finish.

The following screenshot shows an example custom field called Driver's License, with new values being added in Comma separated values.

Note: After editing a custom data field, the dynamic rules need to synchronize the changes and apply the rules to all the relevant users. This step takes a few minutes. You cannot edit the rule while the rules are synchronizing.

To make substantial changes to a custom user data field - removing data values, in particular - you need to:

  • deactivate the rules which use the custom user data field
  • remove allinstances of the custom field from rules
  • edit the custom user data field
  • add the custom field back into the dynamic rules
  1. From main navigation go to Settings > Users > Custom User Data > your custom field.  
  2. In the message which states how many rules are linked to the field, select View related dynamic rules, and select a rule from the dialog.
  3. From the rule's action menu, select Deactivate rule, and in the dialog that opens, select Deactivate ruleto confirm.

The application returns to your group > Users.

  1. Select Manage rulesto edit the deactivated rules.
  2. Identify the custom data field to remove from the rule and select the Delete
  3. From action menu, select Save as draft. 

Repeat these steps for each rule linked to the custom user data.

The following screenshot shows an example of the Driver's license custom user data field, as part of a dynamic rule, with the delete icon highlighted.

After removing all instances of the custom user data from the dynamic rules:

From main navigation, go to Settings > Users > Custom User Data to make changes to the custom user data field.

After finishing your changes to custom user data, you add the field back to the dynamic rules. 


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