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.

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.
Form Rule Example
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.

    Form Rules Navigation

  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. Push Notification to Mobile
  6. Once you have configured the rule(s), click Add and view the rule summary.

    Form Rules Configuration

  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 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.
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.

Supported Operators

  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
  12. Other Choice Is Not Empty:  Checks if a value is entered in the Other choice
  13. Is Any Of:  Checks if any of the choices chosen in the condition match
  14. Is None Of:  Checks if none of the choices chosen in the condition match
  15. Less Than:  Checks if a number is less than a given value
  16. Greater Than:  Checks if a number is greater than a given value
  17. Less Than or Equal To:  Checks if a number is less than or equal to a given value
  18. Greater Than or Equal To:  Checks if a number is greater than or equal to a given value
  19. Between:  Checks if a number/date is between 2 given values
  20. True:  Checks if logical TRUE value is returned
  21. 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
   Contains
   Not Contains
   Is Empty
   Is Not Empty
   Single Line, Multi Line, Phone
   Is
   Is Not
   Is Empty
   Is Not Empty
   Contains
   Not Contains
   Starts With
   Ends With
   Number, Decimal, Currency,     Rating, Formula
   Is
   Is Not
   Is Empty
   Is Not Empty
   Less Than
   Greater Than
   Less Than or Equal To
   Greater Than or Equal To
   Between
Address
   Contains
   Not Contains
   Is Empty
   Is Not Empty
Email, Website
   Is
   Is Not
   Is Empty
   Is Not Empty
   Starts With
   Ends With
Date, Date-Time
   Is
   Is Not
   Is Empty
   Is Not Empty
   Less Than
   Greater Than
   Between
Time
   Is
   Is Not
   Is Empty
   Is Not Empty
   Less Than
   Greater Than
Decision Box
   True
   False
Terms and Conditions
   True
   False
Radio, Dropdown
   Is
   Is Not
   Is Empty
   Is Not Empty
   Starts With
   Ends With
   Other Choice Is Not Empty
   Is Any Of
   Is None Of
Multiple Choice, Checkbox, Image Choices
   Contains
   Not Contains
   Is Empty
   Is Not Empty
   Contains Any Of
   Contains All Of
   Contains None Of
Matrix  Choice    Is
   Is Not
   Is Empty
   Is Not Empty
Slider
   Is
   Is Not
   Less Than
   Greater Than
   Less Than or Equal To
   Greater Than or Equal To
   Between
`

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.

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

    Send emails based on form rules
Learn more  about email notifications.

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

    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


            Get started with Zoho Sign

            in a few quick steps!

            Download Help Guide





                      Still can't find what you're looking for?

                      Write to us: support@zohoforms.com


                            




                            

                        Zoho Marketing Automation

                          Zoho Sheet Reources

                           




                              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 SalesIQ Resources



                                                  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

                                                                                    • Field Rules

                                                                                      Using the Field Rules, you can choose to show or hide certain form fields to your respondents based on their responses. This way, you can let your respondents view only the fields relevant to them while they fill out your form and customize the form ...
                                                                                    • Page Rules

                                                                                      With Page Rules, you can direct your form respondents to a specific page in your multi-page form based on their responses. This way, you can let your respondents view only the pages relevant to them while they fill out your form. For example, if you ...
                                                                                    • Using Rules to Automatically Assign Tasks

                                                                                      You can configure rules to automatically assign tasks to your users as soon as a form entry comes in. The records will be assigned as tasks if they satisfy the defined conditions. To do so, In your form builder, navigate to Rules tab > Form Rules and ...
                                                                                    • Using Conditional Formula

                                                                                      The conditional formula set up in Zoho Forms allows you to configure your form to perform certain calculations based on your respondents' answers. These predefined conditions are simple to set up and they will tailor your form to your user's needs. ...
                                                                                    • 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 ...
                                                                                    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