Workflows

Dynamic Rules custom field

Set up rule‑based single‑select custom fields and automate their values.

September 22, 2026

ID:

397

The Dynamic Rules custom field automatically assigns a value to a contact based on rules built using the Lists feature. Instead of manually maintaining field values, the system evaluates each contact against defined criteria and applies the correct value for you. It is designed for scenarios such as donor status, member type classification or financial status, where values depend on complex and changing criteria.

What you can do

Create a single-select custom field driven by rules.
Assign field values based on list-style criteria.
Use any criteria available in the Lists builder.
Automatically apply a fallback value when no rules are met.
Enforce one fallback value per field.
Evaluate rules in priority order from top to bottom.
Update values automatically via a nightly processing job, with a live refresh when viewing an individual profile.

Criteria available for rules include profile details, custom fields, locations, organisation connections, emails, forms, surveys, posts, events, goals, subscriptions, receipts and data tables.

Dynamic Rules is not Dynamic tags

Dynamic tags is a different field type. It is a free-form, multi-value tag field where tags are created on the fly as you type — it is not rule-driven. Dynamic Rules is a single-select whose single value is assigned automatically by the rules you define. For Dynamic tags, see Creating & managing custom fields in Settings.

Create a Dynamic Rules custom field

Go to Settings → Data & records → Custom fields.
Open the record-type tab you want the field on (for example People).
In a section, select Add Fields and choose Dynamic Rules as the field type.
Enter the field label.
Create your select options as you would for a standard select field, with optional colour coding. Each account defines its own options to suit its own classifications — for example Highly Engaged, Moderately Engaged, Low Engagement and Inactive.

Add rules to a select value

Locate a select value in the dynamic rules field.
Select Add Rules next to that value.
A draw-out panel opens using the Lists builder.
Define the rule using any available list criteria.
Save the rule.
Repeat for other select values as required.

Set a fallback value

Leave one select value without a rule — this becomes the fallback value.
If a contact does not meet any other rule, this value is applied automatically.
Ensure only one value has no rule. If multiple values have no rule, the system displays an error indicating multiple fallback options.

Rule evaluation and processing

Dynamic rules are processed as a nightly job.
The first run may take a significant amount of time, especially for large databases or when a fallback value is present.
During processing, the system evaluates every contact against all defined rules.
When viewing an individual profile, the system performs a live refresh to show the most up-to-date result.

Rule priority and ordering

Rules are evaluated from top to bottom.
This is a single-select field, so only one value applies per contact.
A contact can meet multiple rules, but only the first matching rule is applied. For example, if a contact meets the first, second and fourth rule, only the first rule's value is used.
Ordering of rules is critical and determines the final outcome. Order your values from most specific to least specific.

Context and relationships

Dynamic rules rely entirely on the Lists feature and its available criteria; changes to list logic directly affect how dynamic rules behave.
They remove the need for manual updates to classification fields.
They support automation, segmentation, reporting and downstream logic such as campaigns and automations.
A Dynamic Rules value can be mirrored onto a related record with a Linked Field — Dynamic Rules fields appear in the Linked Field target list. See Custom field sections & calculated fields on a profile.