Rules in Form Approvals

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:
  1. Send Email
  2. Send SMS
  3. Assign Task
To configure rules to execute on final approval or denial,
  1. In your form builder, navigate to the Approvals tab > Rules.

    Rules Configuration

  2. 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.
  3. Click Configure Now to configure a new rule under the Final Approval/ Final Denial tab.
  4. 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.
  5. Click +Add Sub-group / +Add group to define more conditions with AND/OR connectors to suit your logic.
  6. You can see a summary of the logic you used to build the criteria under Rule Expression.
  7. Under Then, you can choose to perform the following actions if the defined conditions are satisfied:

    1. 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.

    2. 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.

    3. 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.


      Creating Rule


  8. Once you have configured the rule(s), click Add and view the rule summary.


    Rule


Note:

  1. The maximum number of rules that can be configured for final approval and final denial is 10 each.
  2. You can add only up to 5 groups within a group.
  3. You can add only up to 20 conditions within a group in a rule.
  4. You can assign tasks only to the users within your organization.

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

    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION









                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Form Rules

                                                                                                                With the Form Rules, you can choose to trigger different actions upon form submission if the defined conditions are satisfied. You can automatically trigger emails, assign tasks, decide on the Thank You page to be displayed or redirect the ...
                                                                                                              • Record Approvals

                                                                                                                Upon receiving form entries from your respondents, you can create reports to sort and consolidate the entries that need to be approved by applying filters. You can set approvers to review the records and approve or deny them. This will streamline the ...
                                                                                                              • Filtering the Rules

                                                                                                                If you have multiple rules configured in your form and wish to find specific rules that are configured using a form field, you can use the filter option. To do so, Click the filter icon in the top- right corner of the Rules summary. Select a form ...
                                                                                                              • 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 ...
                                                                                                              • Page Rules

                                                                                                                Overview You can use Page Rules to direct form respondents to a specific page in a multi-page form based on their input. Using multi-page forms with Page Rules is a smart way to ensure that your respondents see only the pages relevant to them while ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources