Organizations Dataset & Index/Header Rules

The Organizations dataset displays the organization’s location on the Lookup page. An Index/Header rule populates the location for new organization records you create. Find this rule in Database → Rules under the name Organizations Index/Header. You can create this rule yourself if you don’t see it there. Your database may have been provisioned before this rule was included in new databases by default.

Creating the rule

1. Go to Database → Rules.

2. Select New Rule.

3. Configure the following settings:

   • Name: Organizations Index/Header

   • Base: Organizations

   • Rule Type: Index/Header

   • Folder: Keep rules organized by placing them in a folder. Select Other and enter a name to create a new folder.

   • Exclusivity Group: Enter Index/Header

   • Non-deterministic: Rule is deterministic and has an exclusive priority

   • Priority: 1

   • Status: Active

4. Select Save.

Configure the rule action

Ensure the rule’s Action is set to Replace Values from Formula. We’ll create a subquery filter that returns a concatenated string in the following format: Address, State (if US), Country (if not US).

Create the Index-Header subquery filter

1. Create a Join to Address by Rank Overall, rank 1.

2. Create a dependent Subquery Filter named Index-Header.

3. Set the Output to Concatenate, add 1 as the Row Offset, and enter , as the Export Separator.

4. Add a City export from the Address by Rank Overall base.

Create the State if US subquery export

1. Still in the Index-Header subquery filter, add a dependent Subquery Export called State if US.

2. Set the Output to Rank and add 1 as the Row Offset.

3. Add a Region export from the Rank Overall Region base.

4. Add a Country IN United States filter from the Address by Rank Overall base.

5. Select Save.

Create the Country if Not US subquery filter

1. Still in the Index-Header subquery filter, add a dependent Subquery Filter called Country if Not US.

2. Set the Output to Rank and add 1 as the Row Offset.

3. Add a Country export from the Address by Rank Overall base.

4. Add a Country NOT IN United States filter from the Address by Rank Overall base.

5. Select Save.

Save the Index-Header subquery filter.

Entering the formula

1. In the Formula field, enter @Index-Header.  

2. Select Save to save the rule.

3. When you’re ready to test the rule, select Edit and set the Status to Active.

Testing the rule

After activating the rule, make an update to an organization record to trigger rules to run, which assigns the index field value. You’ll see the location appear when you search for this organization on the Records Lookup.

An update must be made to a record to add it to the rules queue. Perform a Retroactive Refresh on your organization records to assign the desired values to the index. Depending on the number of records that exist in your database, you may want to perform this refresh at a time when the number of users in the system will be at a minimum.