Rules in Stateable do one job: look at a row and fill in one of your own columns (a custom field) based on a value that's already there (a standard field). Two kinds of rule do that job, and picking the right one is the difference between something you can easily sort out later and a mess nobody wants to touch.
The fork in the road
Ask yourself: "Can I write this as a simple list: when the value is X, label it Y?"
If yes → use a basic rule. Example: "Broker ID
001234→ Account Type = Small Group. Broker ID005678→ Account Type = Mid-Market."If no — the rule needs ranges, conditions that look at more than one column, or partial matches — use an advanced rule. Example: "If Premium is between $500–$1,000 AND Carrier is State Farm, set Product Line = Auto."
Basic rules are the default. Most sorting jobs fit this shape, and they're far easier to keep up to date.
Why we lean on basic first
Three reasons basic rules age better:
You can see the whole rule on screen. Each value is one row in the panel, and you label it right there. No complicated if-this-then-that builder.
It's clear where each tag came from. Click a tagged cell, and the popover shows "set by basic rule X, source value Y, priority Z" in one line. With advanced rules, the condition itself takes a sentence to describe.
The untagged tab catches anything new. The Basic Rules panel has an Untagged tab that lists every value that doesn't have a tag yet — perfect for catching new values from recent uploads. Advanced rules don't have anything like it.
If you can get the same result with a basic rule, do.
Where advanced rules earn their keep
Two cases where basic isn't enough:
Conditions across several columns. "If Carrier is in (A, B) AND Premium > $X, set..." can't be written as a simple value-to-tag list on any single field.
Ranges and comparisons. "If Effective Date is in 2026 Q1, set..." or "If Commission > $250, set...". Basic rules only match the text exactly, letter for letter.
In those cases, reach for Build conditional tags with advanced rules.
Combining the two
Both kinds of rule can fill in the same custom field. When two of them want to set the same cell, priority decides — the lower the priority number, the more it counts. A common approach:
Cover the 80% case with a basic rule.
Add a high-priority advanced rule for the few odd cases that need ranges or several columns.
The Cell Provenance popover always shows which rule actually set a value, so you can check your priority order at a glance.
Before you start
You need a custom field for rules to fill in. If you haven't made one yet, see Create custom fields to enrich your data. Then walk through the rule type that fits your need.
Key terms
Term | Meaning |
Basic rule | A simple list of value-to-tag matches. One value in a standard field sets one value in a custom field. |
Advanced rule | A rule with conditions — several fields, ranges, or AND/OR logic. |
Priority | A number that settles things when two rules want to fill in the same custom field. Lower number wins. |
Untagged | Values that show up in your data but no basic rule has tagged yet. Helps you spot new values after an upload. |
Cell provenance | A popover on a tagged cell that shows which rule set the value. |
Common questions
What happens if two rules target the same custom field?
When two rules want to fill in the same custom field, the one with the lower priority number wins. Cell provenance shows which rule applied.
Do rules run on existing rows or only new uploads?
Rules run on both existing rows and new uploads. When you publish a rule, Stateable re-tags the rows you already have and applies it to every future upload.
Can I delete a rule?
Yes, you can delete a rule. Removing a basic match clears the tag from any rows that relied on it; advanced rules clear the same way.
How do I find values that haven't been tagged yet?
To find untagged values, open the Basic Rules panel and switch to the Untagged tab. It lists every value that doesn't have a tag yet.
Why didn't my advanced rule apply to a row I expected?
If an advanced rule didn't apply to a row you expected, priority is the usual cause — a basic rule with a lower number may be winning. Click the cell to see which rule set it.
Get help
Still need a hand? Start a conversation from the Support button in the app, or email [email protected]. We reply within one business day for most tickets.
Related articles
Last reviewed: 2026-05-27