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Fields that depend on other fields

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Not every field makes sense on every record. EBITDA minimum matters for an investor, not for a conference. And some fields only matter at one moment: a deal marked Closed lost should say why. Two settings on a field handle this:

  • Show only when: the field appears only on records where other fields have given values.
  • Required when: the field must be filled in once other fields have given values.

Owners, admins and analysts can set them. Everyone who edits records is held to them.

Showing a field only where it applies

  1. Click the workspace name at the top left, then Settings, then Objects under CRM, and click the object, for example Accounts. For a field that belongs to a list, open the list and click Configure list (the pencil icon) instead.
  2. Click the pencil at the right of the field's row (its label is Edit).
  3. Tick Show only when.
  4. Choose the field it depends on, for example Type.
  5. Choose is, is not, is filled in or is empty.
  6. For is and is not, click each value that should count, for example Investor. Chosen values turn blue; click one again to take it back. For a checkbox field the values are Ticked and Not ticked.
  7. To add another condition, click the plus under it (its label is Add condition) and fill in the new row the same way. You can have up to 10.
  8. With two or more conditions, choose above them whether All of these must hold (the rows are joined by and) or Any one of these is enough (joined by or). For example: Type is Investor and Region is Europe.
  9. To take a condition out, click the cross at the end of its row (Remove condition). For the last one, untick Show only when instead.
  10. Click Save. An eye icon appears on the field's row; hover it to read the rule.

From then on:

  • On a record's page the field is left out until the rule holds, then appears at once. Pick Investor under Type and EBITDA minimum shows straight away.
  • In the form for a new record, fields appear and disappear as you fill it in.
  • In a table, the field's cell on a record it does not apply to is shaded with fine diagonal lines and cannot be edited. Hovering it says Not used for this record.
  • Nothing already saved is deleted. It shows again if the record changes so that the field applies.

Making a field required on a condition

For example: an opportunity cannot be Closed lost without a Rejection reason.

  1. Open the Rejection reason field with its pencil, as above.
  2. Leave Required unticked. That would make it required on every record.
  3. Tick Required when, choose Stage, is, and click Closed lost. Add more conditions with Add condition, as above.
  4. Click Save. An asterisk icon appears on the field's row; hover it to read the rule.

From then on, when someone moves an opportunity to Closed lost without a rejection reason, a box asks for it:

  • It is titled Rejection reason is required and says Required when Stage is Closed lost.
  • Type the reason. Save stays greyed out until you do.
  • Click Save to store the stage and the reason together, or Cancel to leave the opportunity as it was.

This happens wherever the stage is changed: on the record's page, in a table, or by dragging a card on the board. Clearing the reason on a closed-lost opportunity asks the same way.

The same works for a list's own fields, for example a Pass reason required when an outreach list's Status is Passed.

Good to know

  • A rule is checked only when a save changes the field it depends on or the required field. Older records that never had a reason can still be edited in other ways; they are asked for the reason only when their stage changes or the reason is cleared.
  • A field that is hidden by Show only when is never required.
  • Imports and email sync are not held to these rules, so past data can be brought in as it is. Automatic stage moves by Stage Assist are not stopped either.
  • Deleting a field also removes the conditions that depended on it. In a rule with several conditions, the others stay.
  • An AI app connected to Deeluge can set these rules for you too (see AI apps).

What you cannot do yet

  • Show or hide a group of fields together. Give each field its own rule.
  • Mix and with or in one rule, such as "(Stage is Closed lost and Type is Investor) or Region is Europe".
  • Depend on, or conditionally require, a field that links to other records.