Configuring Conditional Subfields in RTF

How It Works

Update Rules evaluate a condition against the current field values in the form. When that condition is met (or not met), Moveworks applies a set of field updates — toggling visibility or required state — in real time as the user fills out the form.

Each rule has three parts:

When to Use Update Rules

Use Update Rules when the answers a user gives earlier in a form should change what fields they see or are required to fill out next. Common scenarios include:

• Conditional fields: Only show a “Manager Approval Required” field when the request cost exceeds a threshold
• Mutually exclusive options: Show different dropdown options depending on a prior selection (e.g., different software tiers based on department)
• Progressive disclosure: Keep the form simple by hiding fields that are irrelevant given the user’s earlier choices

The Key RTF Pattern

RTF Update Rules work by toggling the visibility and required state of named fields. This means that to present a user with different options for the same question, you need to model it as two separate fields — one per option set — and show only the relevant one at a time.

For example: if users in different departments should see different priority options, you’d create priority_it and priority_hr as separate fields (both labeled “Priority”), and use an Update Rule to show only the one that matches the user’s department. The user sees a single “Priority” question; the form handles the branching behind the scenes.

Worked Example: Shirt Order Form

This example walks through a form where a user orders a shirt by selecting a Size (Small, Medium, or Large) and a Color. The business constraint: Medium Blue and Large Blue shirts are not available, so the color options must change based on the size selected.

The Scenario

The form presents two visible labels — Shirt Size and Shirt Color — but the color field is actually implemented as two separate fields with different option sets:

This lets you offer Red/Green/Blue for Small, but only Red/Green for Medium and Large.

The form as the user sees it — initial state:

Depending on which size is selected, the correct color field appears:

Step 1: Identify Your Field Names

Before opening Moveworks Setup, confirm the exact field names for every field involved — both the field driving the condition and the fields being updated.

size field:

color_options_small_size field:

color_options_medium_or_large_size field:

Step 2: Define the Logic

Before touching the UI, write out the intended behavior. For this example:

if size == 'Small':
    color_options_small_size       → VISIBLE, REQUIRED
    color_options_medium_or_large_size → NOT VISIBLE, NOT REQUIRED
elif size == 'Medium' or size == 'Large':
    color_options_medium_or_large_size → VISIBLE, REQUIRED
    color_options_small_size       → NOT VISIBLE, NOT REQUIRED

In Moveworks, this becomes two Update Rules — one for each condition branch.

Step 3: Locate the Update Rules Section

1. Navigate to Moveworks Setup
2. Search for Rich Ticket Filing
3. Select Edit on the form you want to configure
4. Scroll down to the Update Rules section

Step 4: Configure Rule 1 — “If Small”

4.1 Add the condition

Enter the condition expression. Always prefix field names with field_ when referencing them in expressions.

• Condition: field_size == 'Small'
• Policy Field IDs: add any fields referenced in the condition (e.g., size)

4.2 Add updates when the condition is True

Each field update entry in the UI has two parts:

• Policy Field Id — the field to update, using the field_ prefix (e.g., field_color_options_small_size)
• Field Action Type — a radio button selecting which property to change (Property Required or Property Visible), followed by a checkbox that sets the value: checked = true, unchecked = false

When size is Small, add four entries — two per field:

Setting a field to Required (checkbox checked):

Setting a field to Not Visible (checkbox unchecked):

4.3 Add updates when the condition is False

When size is not Small, reverse the visibility and required state:

4.4 (Optional) Add a description

Adding a description helps future editors understand what the rule is doing at a glance.

Step 5: Add Rule 2 — “If Medium or Large”

Follow the same steps to create a second rule for the Medium and Large case:

• Condition: field_size == 'Medium' or field_size == 'Large'
• Updates when True: set color_options_medium_or_large_size to VISIBLE + REQUIRED, set color_options_small_size to NOT VISIBLE + NOT REQUIRED
• Updates when False: reverse of the above

Key Rules to Remember