Require a field only when it matters - a Loss Reason the moment a deal moves to Lost, a Contract Value before it can be marked Won. Instead of making fields required everywhere, which slows down early-stage data entry, set rules that ask for specific fields only when a record reaches a state where they're needed.
Every rule is one sentence: when a trigger field meets a condition, require one or more other fields. Rules live on the object, so they apply anywhere records are edited - the board, the table, the record page, imports, and the API. They work the same way on built-in objects and custom objects.
Getting started
Go to Settings > Objects > [your object] > Rules.
Click Add rule and pick the trigger field, a condition, and a value - for example, When Stage is Lost.
Choose one or more fields to require - for example, Loss Reason and Competitor.
Click Save. All rules for the object save together in a single update.
Stack as many rules as you need. Different stages can require different fields, and one rule can require a whole list of fields at once.
What users see
A rule triggers when someone changes the trigger field - dragging a card to a new stage on the board, editing a cell in the table, or updating a field on the record page. Clarify opens a window asking only for the missing fields. Fill them in, and the original change plus the newly required fields save together in one action. Cancel, and nothing is written - the record stays exactly where it was.
Because the check runs before the change is saved, people are prompted in the moment rather than hitting an error afterward.
Conditions by field type
The conditions available depend on the type of the trigger field.
Field type | Available conditions |
Single select | is, is any of, is set |
Number | is, ≥, ≤, is set |
Checkbox, text, ID | is, is set |
Date, tier, multi-select, relationship | is set |
Conditions compare a field against a fixed value - you can't compare one field against another.
Common use cases
Require a reason when a rep passes on a deal - When Stage is Lost, require Loss Reason.
Don't advance a deal without the basics - When Stage is Negotiation, require Amount and Close Date.
Flag large deals for review - When Amount is at least 50,000, require Legal Review.
Automations and imports
Rules apply to every way a record is written, not just manual edits in the app.
API and integrations - A write that sets a rule's trigger field without the required fields is rejected. A write that doesn't touch the trigger field is unaffected.
CSV import - Rows missing a required field are skipped and listed in a downloadable file with the reason. The rest of the file imports normally.
Merges - Merging two records is blocked if the result would leave a required field empty.
Automations - Workflows, AI updates, and automatic deal detection follow the same rules. If an automation sets a trigger field without the required fields, its write is rejected. Because automations run in the background, this can fail quietly - review your automations before turning on a rule.
Limitations
Rules apply when the trigger field changes, not to records already in that state. A record can still be missing a required field - for example, if it was already Lost before you added the rule, or if the Loss Reason is later cleared without changing the Stage.
Existing records aren't updated retroactively. Rules apply to edits from the time you create them.
Rules apply to everyone the same way. There are no per-role exceptions - a field required for reps is also required for admins.
Conditions use a fixed value, not another field. "Close Date must be after Start Date" isn't supported.
Some fields can't be used. ID fields, read-only or calculated fields, and fields that link to multiple records aren't available in rules. Fields that link to a single record - along with dates, multi-selects, and tiers - can be used with the is set condition only.
Deleting a field removes rules that reference it. The same happens when a select option a rule depends on is removed, and renaming an option updates the rule automatically. If a rule is ever left pointing at something that no longer exists, the rule builder flags it so you can fix or remove it.