About Policy Triggering Criteria

About Policy Triggering Criteria

To see if a data policy should be triggered, tests are run on its Triggering Criteria. There are three kinds of criteria you can specify, alone or in combination:

Date Criteria

Trigger the policy when one of the standard date fields in the record (date created, date modified, or date of change in workflow state) or when one of the custom date fields defined in the object is within a specified date range:

• Within the current, next, or previous week, month, or day.
• Within a specified calendar year or calendar quarter.
• Within a specified financial period

Field Criteria

Trigger the policy when one or more fields compare successfully against specified values. (For example, order_total > $5,000.)

Formula-based Criteria

Create a formula-expression from a combination of object fields and User fields, where the user is the person performing the action on the record.

Considerations

• If no criteria are specified, the criteria resolves to TRUE. (The actions associated with the Data Policy are always performed.)
• If a combination of criteria is specified, all of them must return true for the Data Policy to fire.
• Formula-based Criteria are Expressions, which must resolve to TRUE or FALSE
• If the Expression described by the criteria is FALSE, the associated actions are not applied. If TRUE, the Data Policy is executed, and any associated Actions are invoked.

Field and Formula Triggers

In these examples of criteria expressions, note that the Field Display Type and Formula Function are used together to create a Logical result for the Policy Triggering Criteria.

These examples are presented as questions, because the result must be Logical: YES/NO or TRUE/FALSE.

Example	Expression
Is the submitted date more than seven days before the departure date?	DATECOMP(departure_date, submit_date) > 7 Note that the Field Display Type is DATE for both arguments
Is the inventory count less than 25?	Inventory_Count < 25 In this example, the Field Display Type for Inventory_Count is NUMBER
Is the inventory value missing?	Inventory_Count = BLANK The test for an empty numeric or date field is BLANK.
Is a text field empty?	state = '' The test for an empty string is two single quotes (''), not the double-quote character (").

Learn more: Filter Expressions in Reports and Data Policies

Triggering Criteria in Action Based Data Policies

This list describes the action triggers, and eligible objects:

Note: Data policies can be created for all objects, except Products and Price Books

Trigger	Triggered when...	Eligible Objects
Add	Adding a new record	All
Update	Updating an existing record	All
Delete	Deleting an existing record	All
Ownership Change	Changing a record's owner	All, except Tasks/Appointments
Workflow State Change	Changing a record's workflow state	All
Import Batch	During a batch import	All
Import Record	During a record import	All, except Tasks/Appointments
Merge	When converting a Prospect to an Account with the Merge option	Prospects and Accounts Only
Convert to Account	When converting a Prospect to an Account without the Merge option	Prospects Only
When Due	When a Task or Appointment becomes due	Tasks/Appointments Only

Note: A Database View is created from multiple objects. In effect, it defines a "virtual object" that consists of one or more fields taken from the constituent objects. A Report can then be constructed on the Database View. Considerations A Data Policy cannot be constructed on the Database View. List-View Data Policies defined on the constituent objects are not triggered by the Database View.

Triggering Criteria in Calendar Based Data Policies

Calendar Based Data Policies offer additional date-driven triggers that don't depend on any particular action.