Overview
Constraints enforce data integrity rules on items. They control what values are allowed in fields based on conditions — think of them as “if this, then only that” rules for your data. Constraints are more powerful than simple cascading dropdowns because they work across any combination of list and picker fields. They ensure that your team can only enter valid data combinations, reducing errors and keeping your work items consistent.Creating a constraint
Each constraint is built from a trigger (the “if” condition) and a constrained field (the “then” restriction). You configure these under Settings > Constraint.| Property | Description |
|---|---|
| Name | A descriptive name for the constraint |
| Container | Which containers the constraint applies to (select All for tenant-wide) |
| Trigger field | The field that triggers the constraint — when this field changes, the constraint is evaluated |
| Trigger value | The specific value of the trigger field that activates the constraint |
| Constrained field | The field whose available values are restricted by the trigger |
| Constrained value | The values that are allowed or blocked in the constrained field |
- Only selected values allowed — include mode: the constrained field can only contain the selected values
- All values allowed except selected — exclude mode: the constrained field can contain any value except the selected ones
Include and exclude logic
Include constraints
An include constraint says: “if the trigger field has this value, then the constrained field can only have these specific values.” You specify exactly which values are allowed. Any value not in the list is blocked. Example: If Priority isHigh, then Status can only be In Progress, On Hold, or Closed.
Exclude constraints
An exclude constraint says: “if the trigger field has this value, then the constrained field can have any value except these.” You specify which values are blocked, and everything else remains available. Example: If Status isClosed, then Resolution cannot be Unresolved.
Use include when the allowed set is small and well-defined. Use exclude when you only need to block a few specific values.
Where constraints apply
Constraints are scoped to containers. When you create a constraint, you select which containers it applies to — or choose All to apply it across every container in the tenant. Constraints apply to both list fields (like Status or Priority) and picker fields (like Cost Center or Job Role). This means you can control not just dropdown selections but also entity lookups.Constraints vs. process configuration
Constraints are one of three mechanisms on a process that control item data. Each serves a different purpose:| Mechanism | What it controls | Configured on |
|---|---|---|
| Constraints | Which field values are allowed based on conditions | Settings > Constraint |
| Workflow | Which status transitions are allowed, and who can make them | Process > Workflow tab |
| Field configuration | Which fields appear on items, and who can view or edit them | Process > Field tab |
If you need to restrict the values a user can select, create a constraint. If you need to control which statuses an item can move to, configure the workflow. If you need to show or hide a field entirely, use the process Field tab.