10 Examples of Business Rules That Make Work More Efficient - frevvo Blog (2023)

Companies make hundreds of decisions every day.

Some examples include assigning an account manager to a new client, determining how to address a customer complaint, and deciding which positions to fill.

While managers and employees can handle these decisions, they can quickly become bottlenecks if certain decisions aren’t made on time.

Even simple things like making calculation errors and forgetting to fill in a product code create unnecessary delays since these mistakes must be corrected.

This is where business rules come in — a way to automate decision-making and reduce the risk of errors.

In this article, we’ll look at what business rules are and how they work. We’ll also provide examples of business rules that you can create using business process automation software.

Click the links below to navigate to the section you want to learn more about:

  • What Are Business Rules?
  • 10 Examples of Business Rules
    1. Conditionally Routing Documents
    2. Auto-Populating Fields in a Form
    3. Applying Customer Discounts
    4. Creating Dynamic Picklist Options
    5. Routing Customer Service Tickets
    6. Assigning Company Assets
    7. Performing Calculations Automatically
    8. Validating Data Fields
    9. Requiring Signatures
    10. Showing or Hiding Sections

What Are Business Rules?

Business rules are a set of instructions that determine how a process is performed. They guide decision-making by establishing rules that everyone must follow when carrying out certain activities.

Companies frequently apply business rules to approvals.

As an example, consider the loan application process. Lenders look at specific criteria like income, credit history, and outstanding debts to determine which loans to approve.

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Applications that don’t meet certain criteria are automatically rejected. Establishing these rules and communicating them in advance ensures that employees apply them uniformly to every application.

Similarly, you want employees to follow a consistent set of instructions whether they’re onboarding a new customer, creating a purchase order, or preparing a sales contract.

The easiest way to get started with business rules is to create checklists. Then employees can simply pull up the right checklist and check off each item as they complete a task.

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While checklists can certainly work, a better way to implement business rules is to use a business rules engine – usually as part of a software platform. For example, a workflow engine will usually embed a rules engine that lets you add conditional logic to your workflows, making your organization more efficient.

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Managers waste time when they have to send forms back because of missing information. With a workflow engine, you can digitize your forms and make fields like product codes a requirement. You can even pull in data from a database to cut down on data entry.

This is just one example. Now let’s look at other ways you can apply business rules to your workflows.

10 Examples of Business Rules

Processes can become slow and inefficient when manual decision-making is involved. This can result in more errors, higher operation costs, and even delayed business projects.

With business process automation software like frevvo, you can implement rule-based logic into your processes and streamline operations.

Here are some examples of business rules that you can create in frevvo.

1. Conditionally Routing Documents

Companies may require multiple rounds of approval for documents like purchase orders.

An employee creates a PO and submits it to their manager for review. The PO is then routed to a senior executive for further review before it’s handed off to the finance department for final processing.

These steps can work for companies in their early stages. But having a senior executive review every single PO can quickly become a bottleneck as a company expands its operations.

To speed up the purchase order process, an example of a business rule you can implement is to route POs to a senior executive if they exceed a certain value (e.g., above $10,000 or more).

Here’s an example of a purchase order workflow with conditional routing:

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If a manager approves a PO that’s less than $10,000, it automatically routes to the finance department skipping the VP approval step. You can also apply similar rules to other forms like invoices and sales contracts.

Another business rule example is to dynamically route approvals to the right manager. For example, if Joe submits a time off request form, it should route the form to his manager and not to just any manager.

2. Auto-Populating Fields in a Form

Digital forms are certainly an improvement over paper forms. But filling them out is still tedious and prone to errors — an employee may input the wrong data, leave a field blank, or make a typo.

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These mistakes can create further delays. A manager (assuming they notice the error) would have to send the form back for corrections and review it again.

With the Visual Rule Builder in frevvo, you can create forms that auto-populate fields based on which user is logged in.

Here’s an example of how this looks:

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In the example above, the user’s personal information is auto-filled from an internal system, e.g. Active Directory while another field (“Manager ID”) automatically populates with the user id of their specific manager.

(Video) frevvo's simple workflow software

By adding these business rules to your forms, you can greatly cut down on manual and duplicate data entry.

3. Applying Customer Discounts

Offering discounts can incentivize clients to spend more. However, employees may apply these discounts differently (or not at all) if they’re not clearly documented.

With a workflow engine, you can set business rules that apply discounts to invoices that exceed a certain value. An example might be, “Apply a 2% discount if a client spends over $10,000.”

The benefit here is that the discount is automatically calculated and applied, saving employees from yet another time-consuming step.

4. Creating Dynamic Picklist Options

Most forms have static picklists (dropdown menus), meaning those options are predefined and can’t be changed.

But what if you want to create a dynamic picklist?

It would allow you to pull the most recent data into your forms. You can use dynamic picklists to manage time off requests and make it easier for employees to take leave.

The time off request form below has a dynamic picklist that’s connected to a spreadsheet in Google Sheets.

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When “Bobby Jones” selects his name from the picklist, the form shows the number of vacation days that he has available.

Click here to try out the time off request form above yourself.

Other uses for dynamic picklists include displaying a list of products for sales orders, displaying a list of projects for timesheets, and more.

Dynamic picklists can also depend on one another. For example, pick a car brand from the first picklist and a second picklist narrows to display just the list of models for that brand.

5. Routing Customer Service Tickets

25% of consumers say that repeating themselves is one of the most common frustrations when dealing with customer service.

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Implementing business rules can help you deliver better customer experiences.

For example, you can create a dynamic form and implement a rule that routes support tickets to the right department based on a selection.

Someone from the support team can note down the details of an issue and route it to the appropriate department (e.g., billing, sales, technical support, etc.). Customers can receive a notification letting them know when their issue has been resolved.

When you can quickly resolve issues (and not have customers repeat themselves), your customers are more likely to have a positive impression of your company. This can help increase customer satisfaction and brand loyalty.

6. Assigning Company Assets

Providing a good onboarding experience is key to engaging new hires.

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Equally important is ensuring that they have the equipment they need for their jobs. However, it can be difficult to keep track of equipment like phones and computers depending on the size of your company.

You can create a business rule to assign equipment based on a new hire’s role (e.g., mobile devices for salespeople in the field and high-end desktops for graphic designers).

You can also set up rules to grant credentials to the appropriate software (e.g., Adobe Photoshop for designers). When an employee comes in on their first day, everything will already be set up for them, and they won’t have to wait around.

Using business rules is helpful for offboarding employees too.

While companies try to retain their employees, some may quit their jobs to take opportunities elsewhere or for personal reasons. If an employee leaves, you’ll need to recover all equipment and revoke credentials to prevent continued access to sensitive data.

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You can set up rules to notify the I.T. department that an employee has left and to remotely disable their device and revoke access to any internal systems.

Watch a short video of dynamic forms with no-code visual business rules

7. Performing Calculations Automatically

Another common use case for business rules is for calculations.

When an employee prepares a document like an invoice, they’ll have to calculate subtotals and totals. But performing these calculations manually (even with a calculator) can be prone to errors.

If you don’t catch these mistakes, you risk overpaying or underpaying invoices. Even spreadsheets are susceptible to errors, as you might input the wrong values or forget a zero.

Implementing business rules into yourforms to perform calculations can greatly reduce manual data entry and minimize errors.

Consider a purchase order that contains products with different quantities and values. With the Visual Rule Builder, you can create rules that automatically calculate row subtotals and a grand total.

Here’s an example of how these business rule look:

(Video) Simple, Intuitive Guided Workflow Design – New in frevvo V10

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And here’s what the form looks like with the calculation rule above:

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Of course, you can combine calculation rules with other rules to make your workflows even more efficient. For example, you can add a dynamic picklist to your purchase order forms and prefill pricing information based on the selection.

8. Validating Data Fields

Consider a common scenario: an employee fills out a form but either enters the wrong data or uses an incorrect format. In these cases, a manager would have to send the form back for corrections and review it again.

To prevent these kinds of mistakes, you can add rules to your form controls that validate the data. For example, an Email field validates that a user has entered a valid email address.

If a user is entering their Social Security Number (for onboarding forms), you can also use rules to specify formats and ensure the data fits those requirements.

Here’s an example of how this validation rule looks:

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In the example above, the rule displays a message notifying the user about their error so they can fix it. It’s a simple yet effective way to prevent simple errors that can slow down a process.

9. Requiring Signatures

Documents like purchase orders, sales contracts, and time off requests generally require signatures from the appropriate approvers before they’re processed.

But collecting these signatures can be tedious, especially for paper-based forms — an employee would have to chase down their manager and follow up.

To eliminate the hassle of chasing down signatures, you can add signature fields to your form and make them required.

frevvo makes it very easy to create legally binding electronic signatures for authenticated users. You can also add a signature control that allows any user to sign electronically using their mouse or finger on a mobile device.

Here’s an example of a form with a signature field:

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77% of businesses say that e-signatures are a critical requirement for supporting business resilience. As more work takes place outside the office, collecting digital signatures can help you streamline approvals.

10. Showing or Hiding Sections

Some forms may require additional sections based on certain inputs.

A common example is if a user’s shipping address is different from their billing address. Instead of showing both sections, you can use rules to show the shipping address section if the user says they’re different.

Here’s an example of how this business rule looks:

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If both addresses are the same, then the shipping address section will be hidden.

Other ways to use this business rule include showing or hiding text fields with detailed guidance, approval sections on a workflow step, and more.

(Video) Easy dynamic forms and workflows with the Visual Rule Builder

Conclusion

Business rules allow you to apply specific instructions to your processes, thus increasing efficiency, minimizing errors, and automating decision-making.

With frevvo’s business process automation software, you can implement a range of business rules to your workflows — conditionally route documents, auto-populate fields, create dynamic picklists, and much more.
Click here for a free 30-day trial to get started with business rules.

Related posts:

  1. What Are Business Rules (and How to Implement Them)
  2. How Sales Order Form Templates Help Improve Business Efficiency
  3. Automated Form Processing: A Tactical Guide

FAQs

What are examples of business rules? ›

For example, business rules can include: A decision-making approval structure for invoice processing where only certain managers can sign off on invoices totaling a specific amount. Calculations in which a formula may be used to calculate revenue or expenses.

What is a good business rule? ›

Characteristics of good Business Rules:

They should be expressed in a granular format and should be as declarative as possible. A Business rule should always be framed as a precise statement defining a term, fact, and a constraint. Business Rules guide process flow or how the system works.

What are business rules Why is it important for them to be accurate? ›

Effective business rules help set expectations and provide guidelines on how work will be conducted. Business rules must also be used to ensure an organization abides by local, state, and federal regulatory requirements and guidelines or may address the governance of a specific project.

What is an example of a rule? ›

The definition of a rule is an official regulation, code of regulations or set practice. An example of a rule is that a red light means stop. An example of a rule is an employer demanding their employees arrive at 8am.

What are business rules in a process? ›

Business rules are a set of instructions that determine how specific processes are performed. They provide guidelines on critical activities and help ensure compliance with company policies.

How do you identify business rules? ›

How do you determine if you have a business rule?
  1. 1: A business rule is about the how to run the business and not about a system, or set of systems. ...
  2. 2: Does the rule provide enough information for a business person to make a decision, or a series of decisions? ...
  3. 3: Business rules are owned by the business.

How do you create rules and regulations for employees? ›

Through proper execution and implementation of rules, employees are protected and made aware of their responsibilities.
...
20 Rules of Work to Never Ignore:
  1. Maintain punctuality: ...
  2. Follow rules: ...
  3. Know Operating Procedures: ...
  4. Know dress code: ...
  5. Observing sentiment: ...
  6. Being objective: ...
  7. Keep emotion at check: ...
  8. Maintain confidentiality:

How do you create business rules in Employee Central? ›

Rule Type = Select the Rule Type from the list. If there is not a rule type that matches then you need to amend the MDF Picklist “RuleType” via Admin Tools > Configure Object Definitions. These triggers will force the rule to action based on the trigger type defined above.

Why is it important to have rules? ›

Laws protect our general safety, and ensure our rights as citizens against abuses by other people, by organizations, and by the government itself. We have laws to help provide for our general safety. These exist at the local, state and national levels, and include things like: Laws about food safety.

Why rules and regulations are important? ›

Rules and regulations, as mentioned, are put in place to provide order and standards in the school, and any breach can create an imbalance. Discipline teaches accountability and responsibility in students, as well as on teachers who may not be behaving in ways that adhere to the school's policies.

What is business rule and types of business rule? ›

A business rule defines or constrains some aspect of business and always resolves to either true or false. Business rules are intended to assert business structure or to control or influence the behavior of the business. Business rules describe the operations, definitions and constraints that apply to an organization.

What is the rule of 10 in business? ›

Whether you choose to bootstrap or raise money, aim for 10% month over month growth in revenue. That's really all you need because compounding growth is the most powerful thing you've never really understood.

What is the first rule of business? ›

The first rule of business is always to stay in business. This is one of my favorite adages because it is impossible for anyone to argue with.

What is the first rule of management? ›

The first rule of management is that successful management is all about managing oneself rather than managing others. Also see: Principles of Management.

What are some types of rules? ›

Three specific types of rules have been recognized as falling within the APA's broad definition of a rule—legislative rules, procedural rules, and interpretative rules. The three types differ in their purpose.

What is rules and regulations and examples? ›

AML rules are guidelines and instructions for doing something right. It is created to manage behavior in an organization or country. They are like written principles. On the other hand, regulations are directives made in addition to the laws in a particular country.

What are rules in management? ›

Rules – a set of instructions, regulations and guidelines for standard behaviour. It determines the acts which are to be performed or not to be performed, within the organization.

What are the common rules needed to effectively manage a small business? ›

James McCormack
  • 10 Management Rules for Small Business.
  • Revenues must exceed expenses. ...
  • No plan survives initial contact with reality. ...
  • If you're successful in business, competition will follow. ...
  • When you stop improving, you start dying. ...
  • There are two basic truths life: change is inevitable and everyone resists change.
21 May 2014

What are the rules you must follow at work? ›

So let's revise each rule of workplace professionalism one by one.
...
  • Be punctual and regular at work.
  • Try to stick to work deadlines.
  • Focus on doing your job well.
  • Maintain cordial relations with your colleagues.
  • Take responsibility for your actions.

What are some important rules in the workplace? ›

10 Rules for Workplace Safety
  • Preventing workplace incidents is everyone's job, and your personal safety is your responsibility. ...
  • Dress appropriately, from clothing to footwear. ...
  • Keep work areas neat and tidy. ...
  • Follow the rules. ...
  • Report workplace accidents or safety incidents. ...
  • Know and follow emergency procedures.
11 Mar 2020

How do you add a new rule type to be used in the rules engine? ›

Navigate to the Rules Engine, click Administration > Rules Engine. Click Create Rule to add a new rule.

Which pages support onInit business rules note there are 2 correct answers to this question? ›

Which pages support onInit business rules? There are 2 correct answers to this question. Add New Employee Wizard Job Information History Page Personal Information Edit Page. Manage Organization, Pay and Job Structures .

How can you configure event reason derivation rules to improve performance? ›

How can you configure event reason derivation rules to improve performance? Configure the rule Event Type to onChange. Managers are NOT allowed to change the cost center field for employees. The cost center field is located in the employee's job information.

What is the fastest and most direct source of business rules? ›

A faster and more direct source of business rules is direct interviews with end users.

What is a business rule and what is its purpose in data Modelling? ›

A business rule is a brief, precise and unambiguous description of a policy, procedure, or principle within a specific organization. They are important in data modeling because they set the stage for the proper identification of entities, attributes, relationships and constraints.

How do we translate business rules into data model components? ›

How do you translate business rules into data model components? As a general rule, a noun in a business rule will translate into an entity in the model, and a verb (active or passive) associating nouns will translate into a relationship among the entities.

Which of these rules do you feel you need to change? ›

Answer. Lower caste are not allowed to go to worships.

How do you follow rules? ›

There is a way to follow rules effectively without resorting to breaking them.
  1. Be guided by values. Values are the principles that guide our behaviour, attitudes and actions. ...
  2. Tweak the rules to suit you. Sometimes we follow rules too strictly because we are afraid to question them. ...
  3. Simplify. ...
  4. Be Authentic. ...
  5. Conclusion.
17 Sept 2020

How do rules make people behave well? ›

Rules provide clarity and consistency; they act as simple reminders and in case of misdemeanours they help you pursue a fair and uniform approach to discipline.

Why are rules important in ethics? ›

Without such rules people would not be able to live amongst other humans. People could not make plans, could not leave their belongings behind them wherever they went. We would not know who to trust and what to expect from others. Civilized, social life would not be possible.

Why are social rules important? ›

Human beings need norms to guide and direct their behavior, to provide order and predictability in social relationships and to make sense of and understanding of each other's actions. These are some of the reasons why most people, most of the time, conform to social norms.

› why-is-it-important-t... ›

Why Are Rules And Regulations Important In An Organization? Procedures and rules are two things that define the strength of any organization. The rules that are...

rules

https://srhd.org › media › documents
https://srhd.org › media › documents
It can seem like a lot of work to create employee handbooks and policies. After all, shouldn't your employees know that they shouldn't discriminate agai...

What are examples of rules? ›

Rule: Made by a group and affects only people in that group. For example: School rules, sports rules, family rules.

How do you identify business rules? ›

How do you determine if you have a business rule?
  1. 1: A business rule is about the how to run the business and not about a system, or set of systems. ...
  2. 2: Does the rule provide enough information for a business person to make a decision, or a series of decisions? ...
  3. 3: Business rules are owned by the business.

What are business rules in a process? ›

Business rules are a set of instructions that determine how specific processes are performed. They provide guidelines on critical activities and help ensure compliance with company policies.

What is the number one rule of business? ›

He felt the market was big enough and he had the enthusiasm for it, so he took the advice of one of his board members, who said “the number one rule of business is to stay in business”.

What are 10 good laws? ›

TOP 10 MOST IMPORTANT LAWS
  • #8 - THE US PATRIOT ACT (2001)
  • #1- Civil Rights Act (1964)
  • TOP 8 MOST IMPORTANT LAWS.
  • #6 - THE RECONSTRUCTION ACT (1867)
  • #2 - NO CHILD LEFT BEHIND (2001)
  • #4- THE GI BILL OF RIGHTS (1944)
  • #5 - Morrill Land-Grant Act (1862)
  • #7 - THE PENDLETON ACT (1883)

What is rules and regulations and examples? ›

AML rules are guidelines and instructions for doing something right. It is created to manage behavior in an organization or country. They are like written principles. On the other hand, regulations are directives made in addition to the laws in a particular country.

Why is it important to have rules? ›

Laws protect our general safety, and ensure our rights as citizens against abuses by other people, by organizations, and by the government itself. We have laws to help provide for our general safety. These exist at the local, state and national levels, and include things like: Laws about food safety.

What are rules in management? ›

Rules – a set of instructions, regulations and guidelines for standard behaviour. It determines the acts which are to be performed or not to be performed, within the organization.

What is the golden rule in business? ›

The Golden Rule demands that every customer and situation be treated with kindness and thoughtfulness. Such consideration of others can lead to companies performing better than expected.

What is the rule of business manager? ›

The role of a Business Manager is to supervise and lead a company's operations and employees. They perform a range of tasks to ensure company productivity and efficiency including implementing business strategies, evaluating company performances, and supervising employees.

What is the first rule of entrepreneurship? ›

Building a company leads inevitably to tough times. The circumstances around you and your company will change.

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