Form Validation with Validation Rules


Form validation rules automatically control the status for the work item and equipment that contain the form/checklist (table). 

Validation rules can facilitate complex workflows, or simple verification that each row has been checked in a checklist.

Each table can have multiple validation rules consisting of required cells in columns, rows, individual cells, and use AND or OR logic. 

Validation rules can also incorporate file upload/review/reject/approval workflows. You can read more about Required Files here.


You can add new validation rules in three ways. 

  1. In the table edit window. 
  2. Using Excel uploads. 
  3. Copying existing validation rules to matching tables. 

Add validation in the table edit window

Click the Open button for a table. 

Click Add Validation. Note the operator - it can be used to define OR or AND groups. 

When you select a column using this setup method, a validation group will be created for each row.

It's considered best practice to not put validation on any Fail or No column to avoid completing a checklist or form with outstanding problems.

In the following example, by selecting the Pass or NA columns with the OR operator, when either of the checkboxes are selected, the row will be "validated" and turn from red to green. 

To add validation rules using table rows or individual cells, use the Excel upload method with shortcodes (below).

You can add as many validation groups as needed on any given form. 

Add validation with Excel uploads

You can add validation rules to forms using shortcodes in uploaded Excel files. Take a look at the list of all shortcodes in this article.

Copy validation rules

You can copy existing validation rules to matching tables by clicking the Copy Validation button and following the prompts. 

The tables being copied to must have the same dimensions (rows and columns) as the source table. 

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