Business rules are a set of instructions, requirements, or criteria that define how a task should be performed. These “criteria” often restricts who, what, when and where a task should be executed.
The most common types of business rules include:
To give you a better understanding, here’re some applications of business rules across different functions and industries.
When an employee submits a vacation request form, you can set business rules to route each employee’s requests to their respective managers for approval.
For example, looking at the workflow below, we’ve set the criteria that:
If your employee submits an expense reimbursement form, you can set a criteria to determine who are the stakeholders that need to be informed about this request.
As you can see in the workflow below, we’ve set the business rules that:
If the expense claim amount is less than $1,000, only the employee’s supervisor needs to review the request.
If the expense claim amount is equal or more than $1,000, the Finance Manager is also required to step in as the 2nd approver.
Here’s an example of a decision business rule – when a writer submits an editorial piece to the content strategist, the next steps that follow will depend on the content strategist’s decision outcome.
In the workflow below, we’ve defined the following decision rules:
Another example of a decision rule is that for purchase orders. This is a process that often requires multiple stages of approval.
According to the workflow below, these are a few of the decision rules that we’ve defined:
As mentioned earlier, processes often have multiple case scenarios that companies have to consider. For clinics and hospitals, an unintended situation could arise when a customer doesn’t turn up for his/her appointment.
So from the workflow below, we’ve set the rule that:
Some companies document business rules statements to officialise them.
Some use unwritten informal rules, of which everyone is obliged to follow anyway.
But what about a method where you don’t have to write, remember or even execute business rules?
The methods will differ depending on the workflow software you use. But here at Forma, our workflow builder has:
Let’s walk through this with an expense reimbursement example.
With Forma’s no-code Workflow Builder, we’ve created a workflow that follows this if-then business rule: “If the claim amount is equal or more than $1,000, the CFO will have to review the request”.
Double-click on the Conditions plugin to configure your if-then rule.
You can control the next steps of an approval decision with the purple connectors of the approval plugin:
If the request is rejected: use the left purple connector of the approval plugin to connect to the next step.
If the request is approved: use the right purple connector of the approval plugin to connect to the next step.
Once you click on Publish Changes, your workflow will be automatically activated and executed by the Forma platform. There’ll be no interference needed from your end.