---
title: Record rules
description: Set a rule every save of a record must pass, such as a property required when a status is Done, and see what people and the Agent read when a save is refused.
url: https://salexhub.com/docs/data/record-rules
type: how-to
area: data
section: Data
last_updated: 2026-11-14
prerequisites:
  - https://salexhub.com/docs/data/properties
related:
  - https://salexhub.com/docs/data/properties
  - https://salexhub.com/docs/data/import-export
  - https://salexhub.com/docs/agent/autonomy
  - https://salexhub.com/platform/data-model/record-rules
tools:
  - record_rule.create
  - record_rule.update
  - record_rule.check
who: Owners and Admins, or a role with Organization settings.
---

# Record rules

Set a rule every save of a record must pass, such as a property required when a status is Done, and see what people and the Agent read when a save is refused.

> **Who can do this**: Owners and Admins, or a role with Organization settings.

A record rule is a condition every save of a record must pass. It is checked on every save: screen, Agent, API, import and workflow. A save that breaks it is refused, and nothing is written.

## Add a rule

### Open the rules

Go to **Settings > Data > Record rules**, choose the **Object**, then **New rule**.

### Name it

The **Name** appears in the refusal, so make it say why: "Done visits have hours".

### Say when it applies

Under **When**, add conditions on the record's own properties, such as **Status** is Done. A record must meet all of them. With no conditions, the rule applies to every record.

### Say what it requires

Under **Then**, choose one:

- **Require properties**: the properties that must be filled in.
- **Allow only some options**: a choice property and the options it may hold.
- **Refuse the save**: the save is refused outright.

### Write the message

**Message** is what people read when the rule refuses a save. A rule that refuses the save needs one. For the others, leave it empty and people read a description of the rule.

### Choose when and for whom

Under **Checked**, pick **On every save** or **When a record is created**. Under **Applies to**, pick who the rule binds.

### Check, then save

**Check existing records** counts the records that break the rule now. Then **Save**.

You can also ask the Agent to add a rule: it shows you a card to approve first. A condition that compares two properties is set through the Agent or the API; the editor keeps it as it is.

## Who a rule binds

| Applies to | Binds |
| --- | --- |
| **People and agents** | Everyone who saves: people on screen, imports, workflows, API keys and the Agent |
| **Agents only** | The Agent, Minis, hired agents, a workflow's AI steps and a person's own MCP client. Not a person saving by hand |
| **Agents of other companies** | Agents acting for another company. None reaches SalexHub yet, so this binds nobody today |

Forms on your site, connectors and incoming mail are not checked.

## When a save is refused

The person, the Agent or the API reads the rule's **Message**. Without one, the refusal says what the rule wants:

- **Require properties**: "Hours is required: Done visits have hours. Fill it in."
- **Allow only some options**: "Priority cannot be Low here: Urgent repairs. Choose High, Critical."

Where it shows:

- **On screen**: where the change was made, on the property the rule names.
- **In an import**: the row is refused and listed as "Line 14:" followed by the message.
- **The Agent**: it reads the same message and tells you the change was refused.
- **The API**: a `VALIDATION` error with the reason `record_rule` and one issue for each property.

**Allow only some options** judges only a value the save adds. A value the record already held stays.

## Manage rules

Each rule has a switch to turn it **On** or off, **Edit** and **Archive**. An archived rule can be restored, or deleted for good. **Rules from your modules** lists the rules a module brings, such as the Sales module's discount and price limits.

## Limits

| What | Up to |
| --- | --- |
| Rules on one object | 100 |
| Conditions in one rule | 50 |
| Properties one rule requires, or options it allows | 50 |
| A rule's name | 120 characters |
| A rule's message | 500 characters |

## FAQ

### Does a new rule change the records I already have?

No. It is checked when a record is next saved. **Check existing records** shows how many would be refused now.

### Can a condition look at a linked record?

No. A rule reads the record being saved, and only its own properties.

---

The same page for people: https://salexhub.com/docs/data/record-rules. Index of this site for agents: https://salexhub.com/llms.txt