Conditional Rules | Form Rules - Zoho Forms

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 respondents to another form or a website.


For example, if you want potential leads to ask questions regarding your product, you can use a Multi Line field to allow them to do so. Configure a Form Rule to send an email as well as assign task to the relevant person in your organization to respond to the enquiry.

Feedback follow-up form rule

If you want to send a copy of your product catalogue only to the interested customers, you can use a Radio field to know their response and configure a Form Rule to send the catalogue via email.

Sending Catalogue Form Rule

You can apply a form rule when:
  1. A new record is added to a form
  1. An existing record is updated in a form

Configuring Form Rules

Watch a quick video to configure Form Rules.



To create a Form Rule,
  1. After building your form, navigate to the Rules tab.
  2. Under Form Rules, go to the New Record or Update Record tab as per your requirement. Click Configure Now.

    Configuring Form Rule

  3. Rule Criteria : A rule can be executed if any one condition is satisfied or only if all of the conditions are satisfied. To define this, choose Any/All of the following conditions are met from the dropdown in the If section.
  4. 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 the icon.
  5. Under Then, you can choose to perform the following actions if the defined conditions are satisfied:
    1. Redirect respondents : Redirect to a Thank You Page, another form, or website
    2. Assign a task to a user : Assign tasks to the users within your organization
    3. Send email notifications
    4. Send an SMS notification
    5. Idea
      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 Form 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 and view the rule summary.

    Adding Form Rules
  7. To add more rules, click  in the top-right corner. 
  8. To filter rules, click the filter icon in the top-right corner.
Notes
Note:
  1. The option to redirect respondents to another form or a website is not available for an Updated Record.
  2. Form Rules for Updated Records are available only in our paid plans.
Info 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.

Redirecting respondents based on conditional rules

You can use this option to acknowledge your respondents with a Thank You Page, or redirect them to a form or a website if a certain set of defined conditions are satisfied when they submit a form entry. 
To do so,
  1. Click Rules in your form builder and navigate to Form Rules.
  2. Click Configure Now and define your conditions to execute the workflow.
  3. Under Actions, select Redirect To and configure the Thank You Page or the Redirection options.
  4. You can display a Splash Message for a few seconds while the respondents are redirected to the Thank You page or the redirection page.
  5. Click Done and Add the rule.
  6. To configure more rules to redirect respondents, click +Rule, and repeat the above steps.

    Form Rules to redirect form on submission
Notes Note : Form Redirection is available only in our paid plans. 

Learn more  about acknowledgements and redirects.

Assigning tasks based on conditional rules

You can use this option to assign a task to a user within your organization if the defined set of conditions are satisfied.

Assigning tasks based on conditional rules

To do so,
  1. Click Rules in your form builder and navigate to Form Rules.
  2. Click Configure Now and define your conditions to execute the workflow.
  3. Under Actions, select Assign Task and choose the email address of a user within your organization.
  4. Click Add.
  5. To configure more rules to assign tasks, click +Rule and repeat the above steps.

    Assign tasks based on form rules

Notes Note: You can assign tasks only to the users within your organization.

Learn more about tasks.

Sending emails based on conditional rules

You can use this option to trigger email notifications to yourself, your respondents and the users within your organization if your defined set of conditions are satisfied.
To do so,
  1. Click Rules in your form builder and navigate to Form Rules.
  2. Click Configure and define your conditions to execute the workflow.
  3. Under Actions, select Send Email and configure the email notification template.

    Sending emails based on conditional rules

  4. Click Done and Add the rule.
  5. To configure more rules to send email notifications, click +Rule, and repeat the above steps.

Learn more about email notifications.
Notes
Note: 
You can also send emails to specific addresses mapped with assign value on choice-based fields like Checkbox, Dropdown, Radio, Multiple Choice, and Image Choice.

Sending SMS notifications based on conditional rules

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.
To do so,
  1. Click Rules in your form builder and navigate to Form Rules.
  2. Click Configure and define your conditions to execute the workflow.
  3. Under Actions, select Send SMS and configure the notification template.
  4. Click Add.
  5. To configure more rules to send email notifications, click +Rule, and repeat the above steps.

    Send SMS notifications based on form rules

Learn more about SMS notifications.

Sending Push Notification based on conditional rules

You can trigger Push Notifications to your mobile phone for different sets of conditions based on your business workflows.
To do so,
  1. Click Rules in your form builder and navigate to Form Rules.
  2. Click Configure and define your conditions to execute the workflow.
  3. Under Actions, select Push Notification to Mobile.
  4. Configure a Notification Template for this workflow and click Add.


    Send Push Notification based on form rules

    NotesNote: To set Form Rules by comparing the values of two fields within a form, use Field-to-Field Comparison in Advanced Rules. Learn more

Supported Operators

Text and field Comparison
  1. Is: Checks 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 Not: Checks 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 Months: Checks 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 Before: Checks if the time falls before the specified time.
  2. Time Is After: Checks if the time occurs after the specified time.
  3. Time Is Between: Checks if the time falls between two specified times.
  4. Time Is Not Between: Checks if the time is outside the specified time range.
  5. Time Is: Checks if the time matches the specified time.
  6. Time Is Not: Checks if the time does not match the specified time.

Time on previous day
  1. Is Previous Day Before: Checks if the time on the previous day is earlier than a specified time.
  2. Is Previous Day After: Checks if the time on the previous day is later than a specified time.
  3. Is Previous Day Between: Checks if the time on the previous day is within a specified time range.
  4. Is Previous Day Not Between: Checks if the time on the previous day is not within a specified time range.
  5. Is Previous Day At: Checks if the time on the previous day matches a specified time.
  6. Is Previous Day Not At: Checks if the time on the previous day does not match a specified time.

Time on current day
  1. Is Current Day Before: Checks if the time on the current day is earlier than a specified time range.
  2. Is Current Day After: Checks if the time on the current day is later than a specified time range.
  3. Is Current Day Between: Checks if the time on the current day is between a specified time range.
  4. Is Current Day Not Between: Checks if the time on the current day is outside a specified time range.
  5. Is Current Day At: Checks if the time on the current day matches a specified time.
  6. Is Current Day Not At: Checks if the time on the current day does not match a specified time.

Time on next day
  1. Is Next Day Before: Checks if the time on the next day is earlier than a specified time.
  2. Is Next Day After: Checks if the time on the next day is later than a specified time.
  3. Is Next Day Between: Checks if the time on the next day is within a specified time range.
  4. Is Next Day Not Between: Checks if the time on the next day is outside a specified time range.
  5. Is Next Day At: Checks if the time on the next day matches a specified time.
  6. Is Next Day Not At: Checks 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