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Create Rules with Custom Fields in the TruckIT Portal

Learn how to create a customization rule that adds a custom field when a ticket or other object is created.

Use this article to create a customization rule with custom fields in the TruckIT Web Portal.

Rules are triggers that define custom behavior in response to certain events. For example, you can create a rule that triggers when a new ticket is created and adds a custom field to the ticket submission form.

Important: Customization is a special paid feature and must be enabled before you can use it.

Before you begin

Make sure you are logged in to the TruckIT Web Portal.

You may need admin access or permission to manage customization settings. If you do not see Customization, Create New Rule, or custom field settings, contact your company administrator or TruckIT Support.

Before creating a rule, confirm:

  • The custom field you want to use
  • The object the rule should apply to
  • The event that should trigger the rule
  • Whether the rule should apply to every record or only specific related records
  • Which user types should be able to view or edit the field

Create a new rule

1. Log in to the TruckIT Web Portal.
 
2. Click the Settings icon.

 

3. Click Customization.

 

4. Click Create New Rule.
 

 

5. Click the Rule Name field.
 
6. Enter a clear rule name. (Use a name that explains what the rule does.)
 

Example: Add Driver-Editable Ticket Field

Choose the rule object

The Rule Object controls what type of record the rule applies to.

  1. Click Rule Object.

  2. Select the object from the dropdown list.

For example, the current article uses the Ticket object so the rule can trigger when tickets are created. The article also notes that a rule could be created for the Sites object if the goal is to create a new field for each created site.

Choose the related object type

The Related Object Type helps control whether the rule applies broadly or only to specific related records.

  1. Click Related Object Type.
  2. Select the related object type from the dropdown list.

Related object can be used to filter rules to specific sites. For example, a rule could trigger only for tickets that match a particular site tag.

If you want the rule to apply to every ticket, leave the rule broad instead of filtering it to a specific site condition.

Choose the trigger event

The Trigger Event determines when the rule runs.

  1. Click Trigger Event.
  2. Select the event from the dropdown list.

For example, you may choose a trigger event that runs when a ticket is created.

Choose the rule action

The Action determines what the rule does after the trigger event happens.

1. Click Action.

 

2. Choose Set Custom Field. (Previously called Set Custom Variable)

 

3. Click Save.

 

At this point, you have created the rule structure. The rule defines when the rule runs and what type of action it should perform.

Add a field to the rule

After saving the rule, add the field that should be created or applied by the rule.

1. Click Add Field. (Previously called Add Variable.)

 

 

2. Select a field from the dropdown list.
 

 

3. Click Save.

 

 

The selected field is now connected to the rule.

Set user permissions

After adding the field, choose what each type of user can do with that field.

1. Find the permissions section for the field.
 
2. Click the dropdown under each user type.
 

 

3. Select the appropriate permission level for each user type.
 
4. Save your changes.

Use permissions carefully. For example, if drivers should be able to edit the field during ticket submission, make sure the driver permission allows that workflow.

Example rule: add a driver-editable field to tickets

Use this example when you want a custom field to appear when a ticket is created.

Example setup:

Rule setting Example value
Rule name Add Driver-Editable Ticket Field
Rule object Ticket
Related object type Leave broad unless filtering by site
Trigger event Ticket created
Action Set Custom Field
Field Select the custom field your team wants to add
Permissions Allow drivers to edit, if needed

This rule can help your team collect extra ticket information directly from the driver workflow.

When to use rules with custom fields

Use rules with custom fields when your company needs custom behavior based on an event in TruckIT.

Common examples include:

  • Adding a custom field when a ticket is created
  • Collecting additional driver-entered ticket details
  • Creating fields only for certain object types
  • Applying custom fields based on site-related rules
  • Standardizing extra information your team needs on tickets
  • Supporting advanced workflows that are not covered by standard fields

Because this is an advanced feature, only create rules when there is a clear operational need.

Best practices for rules and custom fields

Keep rules clear, simple, and easy to maintain.

Recommended best practices:

  • Use descriptive rule names.
  • Create one rule for one clear purpose.
  • Confirm the correct rule object before saving.
  • Use related object filtering only when needed.
  • Choose the correct trigger event.
  • Review the action before saving the rule.
  • Add only the custom fields users actually need.
  • Set permissions carefully by user type.
  • Test the rule before relying on it in live workflows.
  • Document what each rule does so future admins understand it.

Troubleshooting

I do not see Customization

Customization is a paid advanced feature and must be enabled before use. Contact your TruckIT administrator or TruckIT Support.

I do not see Create New Rule

Your account may not have permission to create customization rules. Contact your company administrator.

I selected the wrong rule object

Review the rule before using it. If the rule has not been used yet, edit it if your permissions allow. If it is already active, confirm the impact before changing it.

The field I need is not listed

The custom field may need to be created first. Review your custom field settings or contact a Company Admin.

The rule is applying too broadly

Review the Related Object Type and any related filtering. Related objects can help limit rules to specific sites or conditions.

Drivers cannot edit the field

Review the user permissions for the field and confirm the driver permission allows editing.

Frequently asked questions

What is a rule in TruckIT?

A rule is a trigger that defines custom behavior in response to a specific event.

Is Customization available to every TruckIT customer?

No. Customization is a special paid feature that must be enabled before it can be used.

Where do I create a rule?

Click the Settings icon, open Customization, and click Create New Rule.

What does Rule Object mean?

The Rule Object is the type of record the rule applies to, such as tickets or sites.

What does Related Object Type do?

The related object helps filter rules to specific records. For example, a rule could be filtered to tickets that match a specific site tag.

What action should I choose to add a custom field?

Choose Set Custom Field. This was previously called Set Custom Variable.

How do I control who can use the field?

Use the permission dropdowns under each user type and assign the correct permission level.