---
title: "Mark a Record as Active or Inactive with a Rule"
slug: "mark-a-record-as-active-or-inactive"
updated: 2026-04-01T21:53:01Z
published: 2026-04-01T21:53:01Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Mark a Record as Active or Inactive with a Rule

Leveraging [**Exclusivity Groups**](/v1/docs/exclusivity-groups), Records can be set to either 'Active' or 'Inactive' depending on specific custom field values (such as 'Entry Term') OR depending on whether an application exists in an active Period.

**Rule 1** - Active Person Record **Rule 2** - Inactive Person Record

## **Rule 1 - Active Person Record**

If a person record has an active entry term value OR an application in an active application period, set the Person Active status to Active.

1. Click **Database** in the top navigation bar and select **Rules**.
2. Click **New Rule**.
3. Enter the following configurations in the popup window:
  - **Name**- Active Person Record
  - **Base** - Person
  - **Rule Type**- Person Active/Inactive
  - **Folder**- Other - Person Active/Inactive
  - **Exclusivity Group** - Person Active/Inactive
  - **Non-deterministic** - Rule is deterministic and has an exclusive priority.
  - **Priority**- 1
4. Click **Save**.

**Configure the appropriate filters, for example:**

- Add a filter for **Entry Term** and select the appropriate terms. This filter returns records that have an entry term with the specified term.
- To add a filter for records with an application in an active **Period**, join to Applications in a subquery join, add another join for Lookup Round, then a third join for Lookup Period. Add a filter from Lookup Period for Active Status = Active.****This filter****returns person records that have an application record in an active application period.

```plainText
(
Entry Term
OR
Active Period
)
```

**Configure the appropriate action:**

- **Status** - Select Active

## **Rule 2 - Inactive Person Record**

If a record does not meet the criteria for the other person active/inactive rules, update the status to Inactive. This can be considered the default rule in this exclusivity group.

1. Click **Database** in the top navigation bar and select **Rules**.
2. Click **New Rule**.
3. Enter the following configurations in the popup window:
  - **Name**- Inactive Person Record
  - **Base** - Person
  - **Rule Type**- Person Active/Inactive
  - **Folder**- Person Active/Inactive
  - **Exclusivity Group** - Person Active/Inactive
  - **Non-deterministic** - Rule is deterministic and has an exclusive priority.
  - **Priority**- 2
4. Click **Save**.

**Configure the appropriate filters:**

- **N/A**- Remember that person active/inactive rules are in an exclusivity group. The last rule that runs should set person records that did not meet the active criteria to inactive, so this rule is a default rule and should have no filters.

**Configure the appropriate action:**

- **Status**- Select Inactive