Rules in Form Approvals
With conditional rules in form approvals, you can define the conditions and actions to be performed if the conditions are met on the final approval or denial.
You can configure rules with a combination of AND/OR connectors between multiple condition groups and automatically trigger the following actions when the conditions are satisfied:
- Send Email
- Send SMS
- Assign Task
To configure rules to execute on final approval or denial,
- In your form builder, navigate to the Approvals tab > Rules.
- Navigate to the Final Approval/ Final Denial tab to configure the rules under each separately.
The rules configured under Final Approval tab will be executed when a form submission is approved after crossing all the approval levels and the rules configured under Final Denial tab will be executed when a form submission is denied. - Click Configure Now to configure a new rule under the Final Approval/ Final Denial tab.
- In the If section, define your conditions by choosing your form fields and the criterion they must satisfy. To add more than one condition, click the
icon. You can use the AND/OR connectors to connect your conditions together. You can switch between the connector as required by clicking them. - Click +Add Sub-group / +Add group to define more conditions with AND/OR connectors to suit your logic.
- You can see a summary of the logic you used to build the criteria under Rule Expression.
-
Under Then, you can choose to perform the following actions if the defined conditions are satisfied:
-
Send email notification
You can use this action to trigger email notifications to yourself, your respondents and the users within your organization if your defined set of conditions are satisfied. You can customize the email notification template to your liking.
Learn more about email notifications. -
Send SMS notification
You can use this option to send SMS notifications to yourself, respondents and the users within your organization if your defined set of conditions are satisfied. Configure the SMS notification template.
Learn more about SMS notifications. -
Assign tasks to the users within your organization
You can use this option to assign a task to a user within your organization if the defined set of conditions are satisfied. Choose the email address of a user within your organization to assign task.
Learn more about tasks. -
Once you have configured the rule(s), click Add and view the rule summary.
Note:
- The maximum number of rules that can be configured for final approval and final denial is 10 each.
- You can add only up to 5 groups within a group.
- You can add only up to 20 conditions within a group in a rule.
- You can assign tasks only to the users within your organization.
Supported Operators
Text and field comparison
- Is: Checks if the selected field is equal to the set value
- Is Not: Checks if the selected field is not equal to the set value
- Is Empty: Checks if the selected field is empty
- Is Not Empty: Checks if the selected field is not empty
- Contains: Checks if the selected field contains a value in the condition
- Not Contains: Checks if the selected field does not contain a value in the condition
- Contains Any Of: Checks if a field contains any of the selected choices
- Contains All Of: Checks if a field contains all of the selected choices
- Contains None Of: Checks if a field contains none of the selected choices
- Starts With: Checks if the selected field starts with the given value
- Ends With: Checks if the selected field ends with the given value
Choice and selection
- Other Choice Is Not Empty: Checks if a value is entered in the Other choice
- Is Any Of: Checks if any of the choices chosen in the condition match
-
Is None Of: Checks if none of the choices chosen in the condition match
Numeric Comparison
-
Less Than: Checks if a number is less than a given value
-
Greater Than: Checks if a number is greater than a given value
-
Less Than or Equal To: Checks if a number is less than or equal to a given value
-
Greater Than or Equal To: Checks if a number is greater than or equal to a given value
-
Between: Checks if a number/date is between 2 given values
-
Not Between: Checks if a number/date is not between 2 given values
Date and Time Comparison
Day of the week
-
Day Is: Checks if a date falls on the selected day of the week
-
Day Is Not: Checks if a date does not fall on the selected day of the week
-
Is Any of Selected Days: Checks if a date falls on any of the selected days of the week
-
Is None of Selected Days: Checks if a date does not fall on any of the selected days of the week
Relative Days
-
Is Previous Day: Checks if a date falls on the previous day
-
Is Current Day: Checks if a date falls on the current day
-
Is Next Day: Checks if a date falls on the next day
-
Is Before [x] Day(s): Checks if a date falls 'x' number of days before the current date
-
Is After [x] Day(s): Checks if a date falls 'x' number of days after the current date
Week
-
Is Previous Week: Checks if a date falls in the previous week
-
Is Current Week: Checks if a date falls in the current week
-
Is Next Week: Checks if a date falls in the coming week
Month
-
Is Previous Month: Checks if a date falls in the last month
-
Is Current Month: Checks if a date falls in the current month
-
Is Next Month: Checks if a date falls in the next month
-
Month Is: Checks if a date falls in selected month of the year
-
Is Any of Selected Months: Checks if date falls in any of the selected months of the year
-
Is None of Selected Months: Checks if date does not fall in any of the selected months of the year
Year
-
Is Previous Year: Checks if a date falls in the last year
-
Is Current Year: Checks if a date falls in the current year
-
Is Next Year: Checks if a date falls in the coming year
-
Year Is: Checks if a date falls in selected year
Past and Future
-
Is in the Past: Checks if a date falls in the past
-
Is in the Future: Checks if a date falls in future
Time
-
Time Is Before: Checks if the time falls before the specified time.
-
Time Is After: Checks if the time occurs after the specified time.
-
Time Is Between: Checks if the time falls between two specified times.
-
Time Is Not Between: Checks if the time is outside the specified time range.
-
Time Is: Checks if the time matches the specified time.
-
Time Is Not: Checks if the time does not match the specified time.
Time on previous day
-
Is Previous Day Before: Checks if the time on the previous day is earlier than a specified time.
-
Is Previous Day After: Checks if the time on the previous day is later than a specified time.
-
Is Previous Day Between: Checks if the time on the previous day is within a specified time range.
-
Is Previous Day Not Between: Checks if the time on the previous day is not within a specified time range.
-
Is Previous Day At: Checks if the time on the previous day matches a specified time.
-
Is Previous Day Not At: Checks if the time on the previous day does not match a specified time.
Time on current day
-
Is Current Day Before: Checks if the time on the current day is earlier than a specified time range.
-
Is Current Day After: Checks if the time on the current day is later than a specified time range.
-
Is Current Day Between: Checks if the time on the current day is between a specified time range.
-
Is Current Day Not Between: Checks if the time on the current day is outside a specified time range.
-
Is Current Day At: Checks if the time on the current day matches a specified time.
-
Is Current Day Not At: Checks if the time on the current day does not match a specified time.
Time on next day
-
Is Next Day Before: Checks if the time on the next day is earlier than a specified time.
-
Is Next Day After: Checks if the time on the next day is later than a specified time.
-
Is Next Day Between: Checks if the time on the next day is within a specified time range.
-
Is Next Day Not Between: Checks if the time on the next day is outside a specified time range.
-
Is Next Day At: Checks if the time on the next day matches a specified time.
-
Is Next Day Not At: Checks if the time on the next day does not match a specified time.
Boolean Comparison
-
True: Checks if logical TRUE value is returned
-
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 |
|
|
|
Name - First
Name - Last
|
|
|
|
Single Line
Multi Line Phone |
|
|
| Number Decimal Currency Rating Formula |
|
|
|
Website
|
|
|
| Address |
|
|
|
Address - Street Address
Address - Address Line 2
Address - City
Address - State/Region/Province
Address - Postal/Zip Code
|
|
|
|
Address - Country
|
|
|
| Email Website |
|
|
|
Date
|
|
|
Date-Time |
|
|
| Time |
|
|
| Decision Box Terms and Conditions |
|
|
| Radio Dropdown |
|
|
| Multiple Choice Checkbox Image Choices |
|
|
| Matrix Choice |
|
|
| Slider |
|
|
| Signature |
|
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