Conditional Logic

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

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

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 ‘can 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 checklist, 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 checklist. 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 templates. 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 template.

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


 

Conditional Logic within a task

Conditional logic within tasks allow 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 template and the checklists you run from it.

Let’s take a look at how to set this up in your templates with a simple example.

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

Hide content by default

Once you’ve clicked the Conditional Logic button, click on the words “Hide content by default...”

Next click the drop down “Choose content” to open up a list of all your tasks. Then click on the > arrow to reveal any 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.

Add rules to show or hide content

Now you can set up the rules for your logic. 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.

Choose the form field that will act as the trigger for your rule, make your rule selections and click “Done” when finished.

Note: Click the trash can icon to delete a rule.

In the example below, we’ve hidden two short text fields (“employee name” and “employee email”) by default.

Next, we create a rule. If the answer given in the drop down form field “Do we already have the candidate’s contact details?” is “No”, then we use the rules to show these two fields within the task. (If the answer is “Yes” those fields will remain hidden).

Save the changes to your conditional logic rules and then also save the changes to your template. Next, run a checklist to test it works how you would like it to.


 

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 and headings in your checklists.

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

Hide tasks & headings by default

Once you’ve clicked the Conditional Logic button, click on the words “Hide content by default…

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

Tick the checkboxes next to any tasks or headings you would like to hide. Click “Done” when finished.

Add rules to show or hide tasks

Now you can set up the rules. 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.

Note: Click the trash can icon to delete a rule.

Choose the form field that will act as the trigger for your rule, make your rule selections and click “Done” when finished.

In the example below, we’ve hidden the task “Contact references” by default. If the answer given in the drop down form field “Do we already have the candidate’s references?” is “No”, then we use the rules to show the “Contact references” task (if the selection is “Yes”, the task remains hidden).

Save the changes to your conditional logic rules and then also save the changes to your template. Next, run a checklist to test it works how you would like it to.


 

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 template that can be used.

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 drop-down lists the different types of conditions available for the chosen form field.

These are all of the potentially available conditions for your fields:

  • Is
  • Is not
  • Has no value
  • Has any value
  • Starts with (Only text fields)
  • Ends with (Only text fields)
  • Contains (Only text and Multi Choice fields)
  • Does not contain (Only text and Multi Choice fields)

Advanced options

You can also choose to use other form fields in your rules. Depending on the type of form field selected, the “Conditions” field may look different.

Text Fields

For the Text accepting fields, any value can be typed into the third field along.

Date Fields

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

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 the rule 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: Rules at the bottom of the list are given precedence over rules above.


Running checklists with Conditional Logic

Always test out your Conditional Logic rules by first saving your rules, then saving the changes to your template, and running a new checklist.

Next, look for the “Run Checklist” button over on the right side of your screen.

You’ll notice that any hidden tasks or content are now gone from the checklist until you make some selections.

Start to fill out your checklist 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.

Extra resources

  • Conditional Logic Webinar Recording (video)
  • Conditional Logic – Create Branching Processes (video)

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 checklists.


 

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