Conditional Rules | Field Rules - Zoho Forms

Field Rules

Overview

Using the Field Rules, you can choose to show or hide certain form fields to your respondents or set certain fields as mandatory to fill in based on their previous responses on the form. This way, you can let your respondents see only the fields that are relevant to them by minimizing the questions that are irrelevant to them, or get input for the mandatory fields, and personalize and streamline the form filling experience for each respondent.
For example, if a user answers "Yes" to a question about whether they are a vegetarian, the form may display a series of questions about their dietary preferences and if the user chooses "No," the form may skip those irrelevant questions and move on to the next.
Field Rules example


Field Rules in Zoho Forms can be configured for both basic and advanced scenarios.

Before we understand how Field Rules work, let us first understand what AND, OR connectors mean in Rules.

AND: If you require all the conditions in a rule to be satisfied at the same time to perform the intended action, use the AND operator.
OR: If you require at least one of the conditions in a rule to be satisfied to perform the action, use the OR operator.

Field Rules can be used in scenarios where actions are taken when all or any of the defined conditions are met. 
Assume you have three requirements (Condition 1, Condition 2, and Condition 3) to execute Action 1 and Action 2.
You can setup Field Rules to perform the actions when:
  1. All the 3 conditions are satisfied: 
              If Condition 1 AND Condition 2 AND Condition 3 are true -> then perform Action 1 and Action 2.
  1. Any of the 3 conditions are satisfied:
              If Condition 1 OR Condition 2 OR Condition 3 are true -> then perform Action 1 and Action 2.

How to show/hide fields with conditional rules

To show or hide certain fields based on a defined set of conditions, you can use Field Rules.

Show or hide relevant fields

For example, assume you have a Room Reservation Form where you want to display the Additional Charges Applied only when your customers require additional services like, a room with a riverview, extra bedding, or a chauffeur for pick up.
Example of Field Rules

     
To configure Field Rules to Show/Hide fields, 
  1. After building your form, navigate to the Rules tab.
  2. Under Field Rules, click Configure Now.

    Click Configure Now

  3. Define your conditions in the If section by choosing your form fields and the criterion they must satisfy. To add more than one condition, click theicon.
  4. A rule can be executed if at least one of the defined conditions is satisfied or if all of the conditions are satisfied. To define this, choose AND/OR connectors between your conditions. Click the connector to switch between AND / OR.
  5. In the Then section, choose the action Show or Hide fields and select the required fields in the Search Fields box to show up or hide fields in your form when the defined set of conditions are satisfied. Click the icon to define more than one action. 

    Rule Configuration

    If your use-case requires the use of AND and OR operators within the conditions of the same rule, you can Switch to Advanced Rules. Note that once you switch, all the Field Rules you will configure for your form moving forward will be in the Advanced Rule format. 
  6. Once you have configured the rule(s), click Add to save and view the rule summary.

    Rule Summary
  7. To add more rules, click in the top right corner. 
  8. To filter rules, click the filter icon in the top-right corner. 

Using Grouped Choices with conditional rules

You can configure field rules to work with grouped choices of a dropdown field.
To do so, 
  1. Go to Rules Field Rules and click Configure Now.
  2. Define your conditions in the If section by choosing your form fields and the criterion they must satisfy. To add more than one condition, click theicon.
  3. A rule can be executed if at least one of the defined conditions is satisfied or if all of the conditions are satisfied. To define this, choose AND/OR connectors between your conditions. Click the connector to switch between AND / OR.
  4. Under Then section, you can choose between Show Grouped Choices or Hide Grouped Choices.

    Using Grouped Choices in Field Rules

  5. Click Add to view the rule summary.
  6. To add more rules, click in the top right corner. 
  7. To filter rules, click the filter icon in the top-right corner. 

Setting form fields as Mandatory with conditional rules

Although you can choose certain fields to be mandatory in the Properties pane of the respective fields on your form builder, you can make certain fields as mandatory if the set conditions are satisfied.
For example, assume you have an Event Registration form, and if your respondent chooses to bring guests, you can make the number of guests field mandatory in order to get a head count.



To configure Field Rules to set fields as mandatory,
  1. After building your form, navigate to the Rules tab.
  2. Under Field Rules, click Configure Now.

    Click Configure Now

  3. Define your conditions in the If section by choosing your form fields and the criterion they must satisfy. To add more than one condition, click theicon.
  4. A rule can be executed if at least one of the defined conditions is satisfied or if all of the conditions are satisfied. To define this, choose AND/OR connectors between your conditions. Click the connector to switch between AND / OR.
  5. In the Then section, choose the action Set Fields as Mandatory and select the required fields when the defined set of conditions are satisfied. Click the icon to define more than one action. 


  6. Once you have configured the rule(s), click Add to save and view the rule summary.
  7. To add more rules, click in the top right corner. 
  8. To filter rules, click the filter icon in the top-right corner. 

Note:
  1. The fields involved with the Set Fields as Mandatory action cannot be marked as mandatory in the field properties of the form builder.
  2. Fields that have been marked as mandatory in the form builder properties will not available to use with the Set Fields as Mandatory action in the Field Rules.
  3. The Set Fields As Mandatory action is supported only if you have switched to Advanced Rules.

Restrictions while configuring Field Rules

  1. A Condition field should come prior to the Action field in the form builder for the rule to work.
    For example, if you have configured a Field Rule to show the Email field only when the user chooses the mode of communication to be Email :

    Example

    In the above rule,
    Condition field -> Mode of communication
    Action field -> Email
    For this rule to work, the Condition field ( Mode of communication ) should come prior to the Action field ( Email ) in your form.
    If you try to change the position of these fields in the form such that Email field comes prior to the Mode of Communication field, you will encounter an error.



  1. Except for the Set Fields as Mandatory action of the Field Rules, subform fields cannot be used to configure the conditions or actions.

Supported Operators

Text and field comparison
  1. IsChecks if the selected field is equal to the set value
  2. Is Not: Checks if the selected field is not equal to the set value
  3. Is Empty: Checks if the selected field is empty
  4. Is Not Empty: Checks if the selected field is not empty
  5. Contains: Checks if the selected field contains a value in the condition
  6. Not Contains: Checks if the selected field does not contain a value in the condition
  7. Contains Any Of: Checks if a field contains any of the selected choices
  8. Contains All Of: Checks if a field contains all of the selected choices
  9. Contains None Of: Checks if a field contains none of the selected choices
  10. Starts With: Checks if the selected field starts with the given value
  11. Ends With: Checks if the selected field ends with the given value
Choice and selection
  1. Other Choice Is Not Empty: Checks if a value is entered in the Other choice
  2. Is Any Of: Checks if any of the choices chosen in the condition match
  3. Is None Of: Checks if none of the choices chosen in the condition match
Numeric Comparison
  1. Less Than: Checks if a number is less than a given value
  2. Greater Than: Checks if a number is greater than a given value
  3. Less Than or Equal To: Checks if a number is less than or equal to a given value
  4. Greater Than or Equal To: Checks if a number is greater than or equal to a given value
  5. Between: Checks if a number/date is between 2 given values
  6. Not Between: Checks if a number/date is not between 2 given values
Date and Time Comparison

Day of the week
  1. Day Is: Checks if a date falls on the selected day of the week
  2. Day Is NotChecks if a date does not fall on the selected day of the week
  3. Is Any of Selected Days: Checks if a date falls on any of the selected days of the week
  4. Is None of Selected Days: Checks if a date does not fall on any of the selected days of the week
Relative Days
  1. Is Previous Day: Checks if a date falls on the previous day
  2. Is Current Day: Checks if a date falls on the current day
  3. Is Next Day: Checks if a date falls on the next day
  4. Is Before [x] Day(s): Checks if a date falls 'x' number of days before the current date
  5. Is After [x] Day(s): Checks if a date falls 'x' number of days after the current date
Week
  1. Is Previous Week: Checks if a date falls in the previous week
  2. Is Current Week: Checks if a date falls in the current week
  3. Is Next Week: Checks if a date falls in the coming week
Month
  1. Is Previous Month: Checks if a date falls in the last month
  2. Is Current Month: Checks if a date falls in the current month
  3. Is Next Month: Checks if a date falls in the next month
  4. Month Is: Checks if a date falls in selected month of the year
  5. Is Any of Selected Months: Checks if date falls in any of the selected months of the year
  6. Is None of Selected MonthsChecks if date does not fall in any of the selected months of the year
Year
  1. Is Previous Year: Checks if a date falls in the last year
  2. Is Current Year: Checks if a date falls in the current year
  3. Is Next Year: Checks if a date falls in the coming year
  4. Year Is: Checks if a date falls in selected year
Past and Future
  1. Is in the Past: Checks if a date falls in the past
  2. Is in the Future: Checks if a date falls in future 
Time
  1. Time Is BeforeChecks if the time falls before the specified time.
  2. Time Is AfterChecks if the time occurs after the specified time.
  3. Time Is BetweenChecks if the time falls between two specified times.
  4. Time Is Not BetweenChecks if the time is outside the specified time range.
  5. Time IsChecks if the time matches the specified time.
  6. Time Is NotChecks if the time does not match the specified time.
Time on previous day
  1. Is Previous Day BeforeChecks if the time on the previous day is earlier than a specified time.
  2. Is Previous Day AfterChecks if the time on the previous day is later than a specified time.
  3. Is Previous Day BetweenChecks if the time on the previous day is within a specified time range.
  4. Is Previous Day Not BetweenChecks if the time on the previous day is not within a specified time range.
  5. Is Previous Day AtChecks if the time on the previous day matches a specified time.
  6. Is Previous Day Not AtChecks if the time on the previous day does not match a specified time.
Time on current day
  1. Is Current Day BeforeChecks if the time on the current day is earlier than a specified time range.
  2. Is Current Day AfterChecks if the time on the current day is later than a specified time range.
  3. Is Current Day BetweenChecks if the time on the current day is between a specified time range.
  4. Is Current Day Not BetweenChecks if the time on the current day is outside a specified time range.
  5. Is Current Day AtChecks if the time on the current day matches a specified time.
  6. Is Current Day Not AtChecks if the time on the current day does not match a specified time.
Time on next day
  1. Is Next Day BeforeChecks if the time on the next day is earlier than a specified time.
  2. Is Next Day AfterChecks if the time on the next day is later than a specified time.
  3. Is Next Day BetweenChecks if the time on the next day is within a specified time range.
  4. Is Next Day Not BetweenChecks if the time on the next day is outside a specified time range.
  5. Is Next Day AtChecks if the time on the next day matches a specified time.
  6. Is Next Day Not AtChecks if the time on the next day does not match a specified time.
Boolean Comparison
  1. True:  Checks if logical TRUE value is returned
  2. False: Checks if logical FALSE value is returned
The following table lists the operators that can be used with the corresponding field types to form a rule criteria in the If section:

   Field Types
   Supported Operators
 Name
  1. Is Empty
  2. Is Not Empty
  3. Contains
  4. Not Contains
  5. Contains Any Of
  6. Contains None Of
Name - First
Name - Last
  1. Is
  2. Is Not 
  3. Is Empty
  4. Is Not Empty
  5. Is Any Of
  6. Is None Of  
  7. Contains
  8. Not Contains
  9. Contains Any Of
  10. Contains None Of
Single Line
Multi Line
Phone
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Contains
  6. Not Contains
  7. Starts With
  8. Ends With
  9. Is Any Of
  10. Is None Of
Number
Decimal
Currency
Rating
Formula
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Less Than
  6. Greater Than
  7. Less Than or Equal To
  8. Greater Than or Equal To
  9. Between
  10. Is Any Of
  11. Is None Of
Website
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Starts With
  6. Ends With
  7. Is Any Of
  8. Is None Of   
Address
  1. Is Empty
  2. Is Not Empty
  3. Contains
  4. Not Contains
  5. Contains Any Of
  6. Contains None Of
Address - Street Address
Address - Address Line 2
Address - City
Address - State/Region/Province
Address - Postal/Zip Code
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Contains
  6. Not Contains
  7. Is Any Of
  8. Is None Of
  9. Contains Any Of
  10. Contains None Of
Address - Country
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Is Any Of
  6. Is None Of
Email
Website
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Starts With
  6. Ends With
Date
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Less Than
  6. Greater Than
  7. Between
  8. Not Between
  9. Is Any Of
  10. Is None Of
  11. Greater than or Equal to
  12. Less than or Equal to
  13. Day Is
  14. Day Is Not
  15. Is Previous Day
  16. Is Current Day
  17. Is Next Day
  18. Is Before [x] Day(s)
  19. Is After [x] Day(s)
  20. Is Previous Week
  21. Is Current Week
  22. Is Next Week
  23. Is Previous Month
  24. Is Current Month
  25. Is Next Month
  26. Is Previous Year
  27. Is Current Year
  28. Is Next Year
  29. Month Is
  30. Year Is
  31. Is in the Past
  32. Is in the Future
  33. Is Any of Selected Days
  34. Is None of Selected Days
  35. Is Any of Selected Months
  36. Is None of Selected Months

Date-Time
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Less Than
  6. Greater Than
  7. Between
  8. Not Between
  9. Is Any Of
  10. Is None Of
  11. Greater than or Equal to
  12. Less than or Equal to
  13. Day Is
  14. Day Is Not
  15. Is Yesterday
  16. Is Today
  17. Is Tomorrow
  18. Is Before [x] Day(s)
  19. Is After [x] Day(s)
  20. Is Previous Week
  21. Is Current Week
  22. Is Next Week
  23. Is Previous Month
  24. Is Current Month
  25. Is Next Month
  26. Is Previous Year
  27. Is Current Year
  28. Is Next Year
  29. Month Is
  30. Year Is
  31. Is in the Past
  32. Is in the Future
  33. Is Any of Selected Days
  34. Is None of Selected Days
  35. Is Any Of Selected Months
  36. Is None Of Selected Months
  37. Is Previous Day Before
  38. Is Previous Day After
  39. Is Previous Day Between
  40. Is Previous Day Not Between
  41. Is Previous Day At
  42. Is Previous Day Not At
  43. Is Current Day Before
  44. Is Current Day After
  45. Is Current Day Between
  46. Is Current Day Not Between
  47. Is Current Day At
  48. Is Current Day Not At
  49. Is Next Day Before
  50. Is Next Day After
  51. Is Next Day Between
  52. Is Next Day Not Between
  53. Is Next Day At
  54. Is Next Day Not At
  55. Time Is Before
  56. Time Is After
  57. Time Is Between
  58. Time Is Not Between
  59. Time Is
  60. Time Is Not
Time
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Less Than
  6. Greater Than
  7. Between
Decision Box
Terms and Conditions
  1. True
  2. False
Radio
Dropdown
  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
  5. Starts With
  6. Ends With
  7. Other Choice Is Not Empty
  8. Is Any Of
  9. Is None Of

Multiple Choice
Checkbox
Image Choices

  1. Contains
  2. Not Contains
  3. Is Empty
  4. Is Not Empty
  5. Contains Any Of
  6. Contains All Of
  7. Contains None Of

Matrix Choice

  1. Is
  2. Is Not
  3. Is Empty
  4. Is Not Empty
Slider
  1. Is
  2. Is Not
  3. Less Than
  4. Greater Than
  5. Less Than or Equal To
  6. Greater Than or Equal To
  7. Between
Signature

  1. Is Empty
  2. Is Not Empty



Rules are case-sensitive which means the conditions trigger actions only when the case of the text in the defined condition matches the case of the respondent input. Check out an example to understand this better.


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