How to Create Rules in SharePoint List/Library?

A client recently asked me to add a rule to the SharePoint list so that he would be alerted each time one of his users updated the list. Therefore, I have set up a few automated rules in the SharePoint list.

We can create rules for SharePoint lists and document libraries.

In this SharePoint tutorial, I will explain how to create rules in SharePoint list/library. Also, we will see some more stuff below:

  • How to create a rule in the SharePoint list.
  • Manage an automated rule in the SharePoint list.
  • Edit an automated rule in the SharePoint list.
  • How to delete a SharePoint automated rule.

NOTE:

I’ll walk you through the process of creating SharePoint rules in the list here; you can use the same procedures to build automated rules in the document library.

SharePoint Automate Rules

  • This feature allows users to create simple automated actions directly in SharePoint lists or libraries without using Power Automate (formerly Microsoft Flow).
  • Users can set up rules for common scenarios like sending notifications, updating or creating list items, or setting column values based on specific triggers or conditions within the list or library.
  • For example, a rule could be set to send an email to a specific person when a new item is added to a list or to change a status column when a date field is updated.

NOTE :

-> We can create rules of up to 15 in a SharePoint list.
-> Users with edit permission on the list can create and manage the rule.
-> We can send emails to active users who have licenses.

How to Create Rules in SharePoint List

Follow the below steps to create an automated rule in a SharePoint list.

1. Open the SharePoint list [Instructor Details] where you want to create a rule -> Expand Automate from the command bar -> Rules -> Create a rule.

how to create rules in SharePoint

2. On the Create a rule page, there are three rules. Such as:

  • Data in a column changes
  • A new item is created
  • An item is deleted
how to set rules in SharePoint

Let’s discuss one by one:

1. Data in a column changes:

When a column’s value changes within a SharePoint list, the data in that column is used to trigger email notifications. Because it initiates the notification, the condition should be written first.

how to set rules in SharePoint Online

For writing conditions, you need to provide three field values as:

  • Choose a column: It helps to choose where you want to receive notifications when it changes.
  • Choose a condition: The Choose Condition option lets you set the specific rules or conditions that must be satisfied to activate the rule. We will write the condition based on the chosen column.
  • Select the name or email address: It helps you select the name or email address of the user who wants to receive notifications.
manage rules in the SharePoint

You can see different conditions based on the data type of the column.

Here, the conditions are displayed based on the “Date of Birth” column, as shown below.

Edit rules in SharePoint Online

I will give an example to create conditions below.

1. The user will receive notifications whenever there is a change in the Instructor’s contact number, as shown in the screenshot below. After writing the condition, click on Create.

how to create rules in the SharePoint list

After creating the rule, the mentioned user is notified whenever another user changes the Contact number column to any value.

The screenshot below shows the email notification.

Create a rule to automate a list or library

2. A new item is created:

A new item is created rule will be triggered when a new item is created in the SharePoint list.

rules in SharePoint

When creating a rule for a new item, it will only ask for the user’s email address, and we can mention multiple user emails. Once you enter the name or email address, click on Create.

Refer to the screenshot below.

create rules in the SharePoint Online list

Now, go to the specific SharePoint list and add a new item. You will receive a notification, as shown below.

How to Create Rules on a List or Library

3. An item is deleted:

This rule will be triggered when an item is deleted from the SharePoint list.

SharePoint Online list creates a rule

Here, mention the user names and email addresses of those who want to receive notifications. Then click on Create.

rules in SharePoint Online

Now, go to the specific SharePoint list and delete an item. The particular person will get a notification as like below.

How to Create SharePoint Rules on a List or Library

Manage Automated Rules in a SharePoint list

We can manage the rules where we have created rules in a particular list. Let’s discuss how to manage SharePoint rules.

1. Open the SharePoint list [Instructor Details] -> Expand Automate -> Rules -> Manage Rules.

how to apply rules to folders

2. It will open the Manage Rule window, as shown below.

how to create rules in SharePoint Online

3. The Manage Rules section allows us to enable or disable the rules. I’ll disable or turn off the notification in the picture below. This implies that I won’t be informed each time a user deletes an item from a SharePoint list. Once enabled, you receive a notification.

how to set rules in SharePoint Online

Edit a SharePoint Automated Rule

Once we have created the SharePoint rule in the list/library, we can change the rules later.

Follow the below steps:

1. Open the SharePoint list -> Expand Automate -> Rules -> Manage rule.

2. Select the rule you want to edit and click on it. This will open the Edit Rule page, where you can change the SharePoint rule. Once you have finished editing, click on Save.

how to edit rules in SharePoint online

This way, we can modify a rule in the SharePoint list.

Delete a SharePoint Automated Rule

After creating a SharePoint list rule, if it is no longer needed, you can delete the rule. Once the rule is deleted, you will not receive any notifications.

In this, I will explain how to delete the SharePoint rule in the list.

1. Open the SharePoint list -> Expand Automate -> Rules -> Manage rule.

2. This will open the Edit rule page. At the bottom left, you will find the Delete rule option. Click on it, and the rule will be successfully deleted.

how to delete rules in SharePoint

This way, we can delete an automated rule in a SharePoint list.

I hope this information is helpful in creating a rule in the SharePoint list. Also, we got some ideas on how to manage, edit, and delete a rule in the SharePoint list.

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