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Conditional Steps - How to customize steps to only appear when applicable
Conditional Steps - How to customize steps to only appear when applicable

Learn how to set a step to be conditional on a fact being true about a process (and how to ask questions in processes).

Aimee avatar
Written by Aimee
Updated over a week ago

This article is about how to ask questions in processes and use custom fields to answer these questions, then power your workflow.

Oftentimes, you will want to add steps on a process that will only apply to certain properties or owners. In other cases, you won't want that step to be generated as it doesn't apply. 

LeadSimple allows you to fully customize your workflows and have steps be dependent on certain things being true or false about that particular property, owner, or tenant. It does this through custom fields and conditional logic.

Custom Fields

Custom fields allow you to track any and all data about a property, contact, process, or deal/lead/prospect that you need to know. 

They can then be used to answer questions in process step instructions, email templates, and conditional logic on steps.

Custom fields can be in multiple data types:

  • Text

  • Numbers

  • Currency

  • Percentage

  • Multiple Choice

  • Date

  • Date/Time

  • URL/Website

Learn more about adding your own custom fields and other ways to use them in workflows here.

Using Conditional Logic to Answer Questions

Here's an example. Let's say we wanted to add a couple HOA-related steps to an onboarding process, but don't want those steps to appear for any property we are onboarding that isn't part of an HOA. 

First, we'll create a custom field we can use to answer the question, "Is this property part of an HOA?"

Access your custom fields by clicking into process settings, then custom fields.

In that case, we would add a custom field to the Property section (Click on + Add a property custom field).

On the pop-up, create your question and add multiple choice options "Yes" and "No".

Now we want to set our HOA-related steps to be conditional on the value of our HOA custom field being "yes". 

First, we'll need to ask a question in the process, "Is this property an HOA?"

To do this, click into Stages & Workflows, scroll to the bottom of the workflow, and add a ToDo task.

Drag the task to your desired place in the workflow by hovering over the gray check mark icon and dragging it.

Title the task, then click on the instructions to open the instruction box.

Now ask the question, "Is this property part of an HOA?" and type in a bracket { or click the merge field icon to find the field we just created. Click "Save," and this task has been created!

Now when a user runs this process, they'll be asked if this property is part of an HOA and will answer "Yes" or "No."

Using Conditional Logic Answers to Only Show Relevant Steps

Step 1: Adding Conditional Logic to a Step

On the process stages and workflow settings page, locate the step you want to add conditional logic to.

Click the workflow icon on the right of the step.

Now, you'll need to add a condition. Choose your custom HOA field from the list. In this case, you'll want to set the value as "Yes", because we only want this step to show for properties that are part of an HOA. Click Save.

That step will now only be generated when the property is part of an HOA.

1.2 Setting Between, Greater Than, & Less Than Conditions

You can also set currency and number fields to look for a value between two numbers.

  • Looking for "greater than"? Set the greater than value in the minimum field (greater than 50 for example) and a large number in the maximum field (such as 100,000).

  • Looking for "less than"? Set 0 in the minimum field and the less than value (100 for example) in the maximum field.

1.3 Adding Multiple Conditions to One Step

You can also add multiple conditions to a step and decide whether you want the step to be generated if any of the conditions are met or if all the conditions are met.

For example, for this step to generate a move out process, we want this step to be generated if the property is occupied by either the owner or the tenant.

Step 2: Add a Task to Fill out the Custom Field

In some cases, the custom field your conditional logic is based on may be already filled out for that property (by the BDM during the sales process) before the process was started.

However, other times the field won't have been set yet by this point in the process.

In that case, you may want to create a wait step before the conditional step to ensure that the field is filled out (in our HOA example from the Custom Fields section above, creating the "Is this part of an HOA?" question is the wait step).

The task "Collect HOA Rules Document" is dependent on whether this property is an HOA.

Here we've also added step instructions to allow us to quickly check and see whether the custom field is filled out correctly, using a merge tag for this custom field.

As we are working through the process and hit this step, we can click on the instructions to check and make sure the field is filled out. This is what it looks like on the front end.

Click on the merge tag in the instructions to pull up the field and fill it out or change its value!

Start utilizing custom fields and conditional logic in your processes today to provision for every path a process could take. 👍

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