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What is Conditional Logic?
Conditional Logic allows you to build a process that changes based on certain criteria about a property, owner, or tenant. Sometimes you will have steps that you only need to do part of time or only when certain criteria is met.
Additionally, once conditional logic is set up, it can also be fine-tuned or adjusted to make workflows more flexible or restrictive depending on operational requirements.
Examples:
HOA onboarding steps for a property that has an HOA - you only want those to appear if the property has an HOA.
Email tasks to follow up with an applicant if their application is incomplete - you'll want to skip over that task if the application is complete.
Start the Work Order process if an inspection revealed necessary repairs - you'll want to skip this task if the inspection didn't reveal necessary work orders.
Email campaign steps for workflows - ensure emails are sent only when all conditions are met or removed when conditions are no longer applicable.
Of course there are plenty of other examples as well.
Adding Conditional Logic to a Workflow Step
1. To add conditional logic to a workflow step, locate the step in the stage that you would like to make conditional on certain criteria.
2. Click on the following icon on the righthand side of the task.
The first step is to choose the field this step should be conditional on. Typically this will be a custom field you've already added. If you haven't added it yet, do that before setting up the conditional logic.
3. After choosing the field, choose the value. The step will only appear when this value is true for this field, and will disappear when it no longer applies (if the value of the custom field were changed, for example).
Our example is a multiple choice field, so we can either choose the two multiple choice options we added, or simply whether the field is empty or has any value.
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.
4. Next, you can stack conditions if needed. Click "Add Condition" to add another condition to this step. You can use a different field or use the same one and set a different value.
5. Now, if you've added multiple conditions, decide whether you want the step to appear if any of the conditions are met, or if all of them must be met for the step to appear.
This choice depends on whether you need precision for targeted steps or flexibility for broader application. For instance, using 'All' ensures strict criteria alignment, while 'Any' can allow for more generalized task generation.
Now, when this task is about to be generated, the system will check the conditional logic first. If the conditions are met, the task will be generated.
If the conditions are not met (say the custom field above is marked as "Yes"), the task will not be generated.
Also, if the condition is no longer met (if the custom field value is changed), the task will disappear as it no longer applies.
Now, go add some conditional steps to your process!
Adjusting Conditional Logic After Setup
Conditional logic can be modified after the initial creation to adapt to changing requirements:
How to Require All Conditions to Be Met
Open the workflow step containing the logic to adjust.
Access the conditional logic settings.
Change the condition setting to "All conditions must be true" to enforce stricter criteria.
How to Remove Conditions Entirely
Locate the step where conditional logic is applied.
Delete all conditions to revert the step to operate without restrictions.
Save changes to confirm the adjustments.