Open Rules from workspace navigation or the current sheet. Owners and admins can add, edit, pause, delete, and restore rules. Editors and viewers can inspect them. Rules bind to sheet and field IDs, so renaming does not break the connection.
Combine the four rule types#
| Rule | Example |
|---|---|
| Required information | Require Owner and Amount when a request enters Pending. Zero and false remain valid values. |
| Compare fields | Require End date on or after Start date. |
| Allowed transition | Allow entry to Approved only from Pending, by the previously assigned reviewer. |
| Protect records | Preserve an approved amount, selected fields, or the whole record; optionally prevent archive/deletion. |
Conditions combine with AND. A transition rule controls entry to its selected target value; it does not lock every later edit. Pair it with protection when approved content must remain stable. Adding a rule does not repair historical values automatically.
Understand enforcement#
Rules apply to direct edits, imports, AI proposals, helpers, and undo/redo. One failure rolls back the complete batch. A batch cannot pause a rule and use that pause to bypass the same rule; an authorized administrator must commit the configuration change separately.
Inspect record evidence#
Open a governed record’s Versions section. Saved entries capture the actor, server time, source, workspace revision, fields and computed values, notes, archive state, and attached rule IDs. The first governed change to an existing record also captures a baseline; that timestamp identifies baseline capture, not original authorship. The interface shows the latest 50 versions, while older versions remain stored.
Saved evidence survives ordinary undo/redo and record or sheet deletion. Deleting the workspace removes its evidence. These controls are application safeguards, not a cryptographic ledger, legal signature, or compliance certification. If a save fails, use the named rule and corrective explanation to fix the record.