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Conditional Workflows

Updated

Conditional Workflows send messages to specific teams depending on a selection a member makes when filling out a form. They work in combination with the data input type choose one from a dropdown and regular Workflows.


Request_type.png

 

What are some scenarios for Conditional Workflows?

  • A single request form can be routed to Maintenance, Janitorial, Parking, Reception, or Security teams depending on the type of service requested.
  • An information request form can be routed to the team that can best answer it.
  • An event registration that can be virtual or in-person can be routed so that administrators know whether to provide a virtual link or reserve a seat.


How do Conditional Workflows work?

Conditional Workflows are configured based on making a selection from a dropdown list which results in corresponding workflows.

Using the first example above, let's say we have a single request form that can go to three different teams depending on the situation:

  • If something is broken, the Maintenance team needs to be alerted.
  • If something needs cleaning, the Sanitation team needs to be alerted.
  • If someone feels unsafe, the Security team needs to be alerted.


Request_type__1_.png


Depending on the choice selected, we can configure a different message to go to one of the three Teams. The alternative is to create three different forms, or for the message to go to a central administrator for delegation.


How to create Conditional Workflows

 

Create a dropdown list

When creating a Post or a Page, make it interactive and go to the Data tab:


data_tab.png


Select the blue plus sign next to Data Fields to add a new data input, and select Choose one for a dropdown as the input type.


Conditional_Workflow_0.png


Enter the dropdown options as needed. In this case we have entered the names of the different teams that may need to be contacted.

Save the data input and return to the Appearance tab. Add the custom field to the layout:


appearance.png


Now go to the Workflows tab:


Workflows_tab.png



Select the blue plus sign to create a new workflow, then select the Edit button:


Edit_workflow.png


Expand the arrow next to Conditional Workflow Rules to reveal the Add Rule button:


Conditional_Workflow_2.png



Select Add Rule and configure the options for the first option of the dropdown list (in this example, Maintenance):

  • Data Field: Type of request is type: Dropdown. If there are more than one dropdown data inputs in the for, choose the one that determines the workflow.

  • Operator: select Value Equals.

  • Value: Select the first option on the list, in this case Maintenance. We will configure the other options in other workflows.


Conditional_Workflow_3.png



Select Create.

Now configure the message to send when the member selects option 1. In this case, we want to send an email to the Maintenance team with the details submitted in the interactive form.


Conditional_Workflows_5.png

 

Select Done and create two more workflows and corresponding Data Validation Rules for the other two options:


Conditional_Workflows_4.png


Note each Workflow has a label indicating there is a Data Validation Rule in effect.

  • You can select different notification methods, or multiple notification methods to alert the teams.
  • You can create multiple data validation rules that trigger one workflow, say choosing either Maintenance or Sanitation triggers the workflow that notifies a combined team.

Save, Target, and Publish the Page or Post.

When a member makes a selection from the dropdown list, data validation rules dictate which workflow to follow.



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