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Rule Builder

Rules are used throughout Gimmal Records Management for many purposes.  This page documents how to build rules and the specifics of the different options.

Rule Components




Represents the property of the Repository Item to compare against.

*The property can be any public property that exists for an item or a special token that is defined.  All possible tokens are available on the (5.2.2) Rule Tokens page.


Represents the operator to use when comparing against the item.  Possible values are:

  • < (less than)

  • <= (less than or equal to)

  • = (equal to)

  • > (greater than)

  • >= (greater than or equal to)

  • Like

  • Not = (not equal to)

  • Starts With

  • Matches


Represents the value of the expression that will be used when comparing against the item

Data Type

Represents the data type of the Repository Item to compare against. Using a more specific data type will result in a more accurate expression result. Possible values are:

  • Date

  • Date and Time

  • Text

  • Number


Represents how individual rules are combined within the list. 

  • AND - All rules using subsequent AND joins are nested together
  • OR - Does not nest, instead it separates groups of ANDed rules, for example (Exp1 AND Exp2) OR (Exp3)  NOTE: Each Rule Group (indicated with parentheses) is evaluated individually and independently of any others. In this example expression, there are two Rule Groups.


If Expr1 is TRUE and EXPR2 is TRUE then the whole expression is TRUE.
Also: If only Expr3 is TRUE, then the whole expression is TRUE.
Also: If Expr3 is FALSE and either Expr1 is FALSE or Expr2 is FALSE, then the whole expression is FALSE.

Rules for SharePoint and SharePoint Online

To create rules for SharePoint, you can either use SharePoint column properties or you can use tokens. See System Tokens and SharePoint Tokens for a complete list.  

To create broad rules, use the Site or Site Collection. In the example below, @sp.web matches the Site of a document and @sp.siteurl matches the URL of the HR site.

Rule Groups are visually indicated by a dotted blue line.   This is accomplished by using the "Or" join.

Another example would be to use the Content-Type or Library. Using the Content-Type is recommended, if possible because then the rule will apply to records across any Site.

  • @sp.contenttype = Hiring Record

  • @sp.library = Human Resources

SharePoint has some atypical formats in order for values to work correctly.  See the (5.2.2) SharePoint Property Value Formatting page for specific usage.

Rules for File Shares

To create rules for a File Share, you can use System Tokens or File Share Tokens.

Here are a few examples of how to use tokens to create rules for a File Share:

  1. Rules for a Directory Path or Shared Folder

    • @folder = parentfolder

    • @folder LIKE *parentfolder*

    • @uri LIKE \\server\folder1\folder2\*

    • @uir MATCHES [Regular Expression]

  2. Rule for a Folder and all Sub-Folders that contain a specific name

    • @uril LIKE *\folder\*

  3. Rule for a Folder that begins with a specific name

    • @folder LIKE name*

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