Conditional Logic

Process Street‘s Conditional Logic is a powerful feature that allows you to create truly dynamic workflow runs with if-this-then-that logic.

You can build paths into your workflows that change depending on actions which occur within the workflow run.

Plan: Conditional Logic is a feature on our Standard Plan.

Users: In order to add or edit Conditional Logic, you must be an Administrator or a Member who has been given ‘edit’ access by your Administrator.

Example use cases

  • You are running a new hire onboarding process with tasks that cross over from your HR team to your IT team. Depending on the type of role chosen from a dropdown field in your workflow run, this reveals a list of text instructions that appear in a task assigned to the IT team. This allows them to set up specific equipment and accounts, related to that person’s role.
  • You have a client choosing products from a multiple choice field in your workflow run. Once they make their selections, more fields appear in the task that relate to their specific choice of products. They select their budget range and another field appears, from here they can select the appropriate size from another field, and then finally their choice of color. Once that’s done you can complete their order.
  • You are running a training program and would like to quiz your attendees at the end of the program to test their retention. Using trigger words for the correct response, you can show the next fields in the quiz that they need to complete, or (if they answer incorrectly) a field that tells them they have made an incorrect response and to try again.

Conditional Logic options

There are two ways to create conditional logic rules in your workflows. The first is to show or hide content within a task, the second is to show or hide whole tasks or headings.

Setting up Conditional Logic

Whichever way you choose to set up Conditional Logic, you’ll need to start by editing a workflow.

Preparations: For conditional Logic to work, you will need to have built out some tasks and also added at least one form field into your workflow. This form field will be the trigger that shows or hides the details in your workflow run once it’s started.

We also recommend that your workflow is fully built out before you start adding conditional logic into it.


 

Conditional Logic within a task

Conditional logic within tasks allows you to build logic in one clear view so that it’s easy to manage the rules you set up and see which fields you are impacting. This option also shortens the length of your overall workflow and the workflow runs you create from it.

Let’s take a look at how to set this up in your workflows with a simple example from an employee onboarding workflow.

Edit your workflow and hit the “Conditional Logic” button in the top left of your screen.

Hide content by default

One of the easiest ways to start using Conditional Logic is to start by hiding some information by default, and then showing it at a later stage.

Once you’ve clicked the Conditional Logic button you will see the window below open up.

Click on the words “Hide content by default” as shown below:

Next, click the dropdown “Choose content” to open up a list of all your tasks. Then click on the > arrow to reveal all of the content fields within those tasks.

Check the box next to any content that you want to hide by default. Click “Done” when you’re finished, as shown below:

In this example, we hid a file upload field so that it doesn’t show when we first run the workflow. We will show it again using a rule. This is what you’re going to add next.

Add rules to show or hide content

Now you can set up the rule/s for your logic, which will act as the trigger for your content to appear.

If you’re adding rules for the first time, click the green button in the center of your screen to add a rule.

If you already have some rules in place, click the + button over on the right side, to add a new rule.

Next, you’re going to choose the form field that will act as the trigger for your rule. This could be a dropdown, multi-choice field, date field, or some text (more on these options below).

We already added a dropdown form field into our workflow to act as the trigger for this rule, it’s called “Do we have the candidate’s CV?”.

If the answer to the question is “No” then we want to show that same form field we hid earlier:

Depending on which type of form field you use as your trigger, you may see different rule selections to choose from.

Click the + button to add more rules, or the trash can icon to delete a rule.

Click “Done” when you’re finished and then “Save” in the bottom right-hand corner.

This saves the changes to your conditional logic rules and then we recommend you also save the changes to your workflow. Next, run your workflow to test it works how you would like it to, as shown below:


 

Conditional Logic on tasks & headings

Let’s take a look at how to set up a different Conditional Logic example, this time to show or hide tasks or headings in your workflow runs.

Edit your workflow and hit the “Conditional Logic” button in the top left of your screen.

Hide tasks & headings by default

One of the easiest ways to start using Conditional Logic is to start by hiding tasks or headings by default, and then showing them again at a later stage.

Once you’ve clicked the Conditional Logic button you will see the window below open up.

Click on the words “Hide content by default” as shown below:

Next, click the dropdown “Choose content” to open up a list of all your tasks and headings.

Check the checkboxes next to any tasks or headings you would like to hide by default when your workflow runs. Click “Done” when finished:

In the example above, we hid two tasks by default. We will show them again using a rule. This is what you’re going to add next.

Note: When you make selections for heading or tasks, headings are indented slightly to the left of your view, and tasks are indented slightly to the right. The right arrow > opens up the content within your tasks:

Add rules to show or hide tasks

Now you can set up the rule/s for your logic, which will act as the trigger for your tasks or headings to appear.

If you’re adding rules for the first time, click the green button in the center of your screen to add a rule.

If you already have some rules in place, click the + button over on the right side, to add a new rule.

Next, you’re going to choose the form field that will act as the trigger for your rule. This could be a dropdown, multi-choice field, date field, or some text (more on these options below).

We already added a dropdown form field into our workflow to act as the trigger for this rule, it’s called “Do we already have the candidate’s references?”

If the answer to the question is “No” then we want to show those two tasks we hid earlier:

Depending on which type of form field you use as your trigger, you may see different rule selections to choose from.

Click the + button to add more rules, or the trash can icon to delete a rule.

Click “Done” when you’re finished and then “Save” in the bottom right-hand corner.

This saves the changes to your conditional logic rules and then we recommend you also save the changes to your workflow. Next, run your workflow to test it works how you would like it to, as shown below:


 

Rule selection options

In the two examples above (for Conditional Logic within a task, and hiding or showing a task) we used a dropdown form field as the trigger for our rules. Using dropdowns (or multi-choice fields) are two of the simplest ways to set up Conditional Logic.

Choosing Form Fields

When you create Conditional Logic rules, the first drop-down you see “Select form field…” presents you with a list of all of the form fields from your workflow that can be used (Hint: the more form fields you add into your workflow, the more you can choose from in Conditional Logic rules).

The icon to the left of the field name indicates the type of form field that you are working with (e.g. a text field, email, website, or date field).

These are the current form fields and their input types that can be used for setting Conditional Logic rules.

Text Accepting Fields:

  • Short Text
  • Long Text
  • Email
  • Website
  • Hidden field

Non-Text Accepting Fields:

  • Date
  • Drop-down
  • Multi-choice

Setting Conditions

The next dropdown you’ll see after the form fields, lists the different types of conditions available for your chosen field.

Advanced options

In the examples above, we used a simple dropdown field as our trigger, to show content, tasks, or headings. However, depending on your workflow you can also set logic rules on the following, more advanced fields:

Text Accepting Fields

Short and Long text fields

For short or long text fields, any value can be typed into the third field along.

Your condition choices on text fields are:

  • is
  • is not
  • starts with
  • ends with
  • contains
  • does not contain
  • has no value
  • has any value

Email Fields

Email fields are similar to text fields, in that anything can be typed into the third box along. Email fields also have the same condition options as text fields:

Website Fields

Website fields are similar to text and email fields, in that anything can be typed into the third box along. Website fields also have the same condition options:

Hidden Fields

If you are using a hidden field with automations and integrations, you can also use this field in your conditional logic rules:

Non-Text Accepting Fields

Date Fields

For Date Fields, dates and times can be submitted using the date picker shown below.

Your condition choices on date fields are:

  • is
  • is not
  • has no value
  • has any value

Multi-choice Fields

Multi-choice fields have slightly different condition options to dropdown fields:

Show versus hide?

In the examples we used above, we hid certain content or tasks by default, and then set the rules to show them when a condition is met.

However, if you don’t hide content or tasks by default first, you can set your rules to hide content or tasks when a condition is met instead.

Managing and organizing rules

You can move your rules up and down to change the order that your logic will follow.

Note: Conditional Logic rules are applied in top to bottom order. It’s a good idea to build your logic rules in the same order as the tasks in your workflow, for this reason.

Always be testing

We highly recommend you test out your Conditional Logic rules by first saving your rules, then saving the changes to your workflow, and running it.

Start to fill out your workflow run and you’ll see the content fields or tasks and headings come into play, as your form field responses fit into the logic that you created.

If your run doesn’t perform as expected, go back to edit your workflow and the conditional logic rules, then save and test again.

Troubleshooting

Only use tasks to show or hide content, don’t try to show or hide content in headings – Whilst you can use Conditional Logic to show or hide headings, you should not add form fields into headings. Form fields and other content can only be shown or hidden within tasks.

Changes to pre-existing rules – If you have tasks and content hidden by default, and previously only had the tasks showing with a rule, then you will need to check off all the content within those tasks, to have them show or hide correctly in your workflow runs.

If you have used a multi-choice field as your trigger, you may want to use the condition “has any of”. Create as many rules as you have options in your multi-choice field and use that same condition in each one.

If you get stuck or have any questions, reach out to our Process Pros team.


 

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