Intelligent field: Validation Rules in Pipeliner CRM


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With each release of Pipeliner CRM, we update the customization capabilities within the Pipeliner CRM Template Designer to continuously give you more ways to customize CRM according to your business needs. This time, we looked deeper into the validation rules. With Pipeliner CRM Arithmetica, you can now improve the quality of your data by using custom field validation rules. Keep reading:

Pipeliner CRM Validation Rules

Pipeliner CRM enables you to create validation rules for fields in entity forms such as sales opportunity, lead, account and contact. Before we go deeper into the setup of validation rules, we will first define the term for you:

  • A validation rule verifies that the data a user enters in a record meets the standards you specify before the user can save the record. You cannot save the form unless the user fills in the field with the correct information.
  • A validation rule can contain a formula or expression that evaluates the data in one or more fields and returns a value of “True” or “False”. You can set up a formula--for example one which validates another field on the form.
  • A validation rule includes the error message to display to the user when the rule returns a value of “True” due to an invalid value. You are able to word the error message in such a way as to guide users to what they need to do.

There are plenty of examples of using validation rules. Within the following next steps we will show you how to set up the validation rule in a simple example.

How to Set Up a Validation Rule in Pipeliner CRM

Example: Validate the opportunity value. If the opportunity value is higher than $10.000,00, Nikolaus needs to approve it. Otherwise, the sales rep is free to close the deal without  approval. In order to set up the validation rule, you need to be a Pipeliner admin. If you have the rights, here is how it is done:

  1. Click on the user profile image.
  2. Click "Administration". Pipeliner CRM Open Pipeliner CRM Admin
  3. Click "Fields and Forms". Pipeliner CRM Administration Fields and Forms
  4. Select "Opportunities" in order to edit the opportunity form. Pipeliner CRM Administration Sales Opportunities Forms
  5. Click "Edit Form" to the corresponding form you would like to edit. Please note that by default you have only one form. On the screenshot below, you can see three forms as each form represents a different form for each of multiple pipelines in this scenario. Pipeliner CRM Administration Edit Opportunity Form
  6. Click "Create Field". Pipeliner CRM Administration Create Field
  7. From the available field type, select "Dropdown". Pipeliner CRM Administration Select Dropdown
  8. Give a new field a "Name". In our case, we will call the field "Quota Approval". Pipeliner CRM Administration Dropdown Name
  9. And add the dropdown choices. We use Pipeliner CRM team members within the dropdown. The dropdown number will represent a number that will be used within the validation rule. In our case, Nikolaus Kimla has no. 1. Pipeliner CRM Administration Dropdown Choices
  10. Save the field and search for it within the fields list. Pipeliner CRM Administration Search for Quota
  11. And drag and drop it into the form. Pipeliner CRM Administration Drag and drop it into Form
  12. After you place the field into the form, Pipeliner asks you to configure the field. Check the box "Validate this field using the calculated formula". Pipeliner CRM Administration Check Validation Formula
  13. The validation rules show up. Now we need to define the validation rule for quota approval--i.e. if the opportunity value exceeds $10.000,00, Nikolaus Kimla needs to be selected from the dropdown choices. The validation formula looks like this: IF( AND( Opportunity Value  >10000,Quota Approval  !=1 ),False, True). As you can see we use the number "1" from the dropdown choices to represent Nikolaus Kimla. Pipeliner CRM Administration Add Validation Formula
  14. You can now set up the validation error--that is, the error that pops up when the user does not enter the valid information. Pipeliner CRM Administration Add Validation Error
  15. That's it. Now, publish the changes to see them on the CRM desktop. Pipeliner CRM Administration Publish Changes
  16. Open an opportunity within sales pipeline. Here is the example: when the opportunity value is below $10.000,00: (no validation error--I can pick Laura and Laura can approve the value). BUT Pipeliner CRM Administration Validation Rule Not Applied
  17. If the opportunity value exceeds 10.000,00 we will get the validation error message as follows: Pipeliner CRM Administration Validation Rule Applied

You can set up the validation rules as you need for your business. Below we have included a "cheat-sheet" for the validation rules which you can utilize as you go. However, if you need our help, do not hesitate to contact support.

A cheat-sheet for validation rules

Here is the cheat-sheet that defines the various terms you can use within the formula, along with their functions:

Functions Syntax Description
AND AND(logical_expression1, logical_expression2) Both of the expressions must be TRUE.
IF IF(logical_expression, value_if_true, value_if_false) One expressions must be TRUE while other must be FALSE
OR OR(logical_expression1, logical_expression2) At least one of the expressions must be TRUE
NOT NOT(logical_expression) Expression must be FALSE
ISEMPTY ISEMPTY(field) Returns TRUE, if the field doesn’t contain any data
ROUND ROUND(value, places) Rounds a number to a certain number of decimal places.

Fig 1. List of the functions you can use within Pipeliner CRM.

Operators Syntax Description
= (equals) = (logical_expression) Field has the same value.
!= (is -t) != (logical_expression) Field has different value.
< (less) < (logical_expression) Field value is less than.
> (more) > (logical_expression) Field value is bigger than.
<= (less or equals) <= (logical_expression) Field value is less than or equals to.
>= (equals or more) >= (logical_expression) Field value equals to or is bigger than.
+ - * / logical_expression1 + logical_expression2 Standard mathematical operations with the fields and expressions.
"(" and ")" logical_expression * (logical_expression2 + logical_expression3) Sets the priority of the Operations.

Fig 2. List of the operators you can use within Pipeliner CRM.

Pipeliner CRM Template Designer: It Really Is Your CRM

With the Pipeliner Template Designer, you can pick a form design, easily drag and drop fields, set up columns, name and customize fields, and perform other necessary functions to make Pipeliner your company-specific CRM solution.

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