Preventing users from creating a calendar event in the past

Question

I'm trying to write a validation rule that prevents users with a certain role from creating events that take place in the past. Here's my rule so far:

AND(CreatedBy.UserRoleId = "00Ej0000001ITtG",

ActivityDateTime < NOW(),

CreatedDate = NOW())

If I take the third criteria out, an event with a start/end date in the past can be created, but then I get the validation when I edit it. How can I set it up so it stops the event from being inserted?

Mayank Srivastava · Accepted Answer

Hello Micah, you can use this:

AND(
      ISNEW(),
      $UserRole.Name  = "Role Name",
      ActivityDateTime < NOW(),
)

ISNEW() function ensures that the rule only fires on new records.
The only other piece of advice I have for you is to always use Name/Developer Name (API) for the field names instead of harcoding ID's since ID's change between environments and that can cause serious issues post deployment.

Jsut my 2 cents.

Akhil Anil · Answer

Hi Micah,   You just have to use the ISNEW function in your formula like this     AND( ISNEW(), $User.UserRoleId  = "00Ej0000001ITtG", ActivityDateTime < NOW() )

Preventing users from creating a calendar event in the past

Data Management

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