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Setting Conditions for a Stage

The Conditions property lets you specify rules that determine whether or not a form field is displayed for a given workflow stage based on the status of one or more other form fields. You can configure form access for multiple contained in a form, on a field-by-field basis. If desired, you can specify and combine multiple rules for given condition using Boolean logic.


To configure a condition:

  1. Select the workflow stage for which you wish to configure a condition.
  2. Click the  Conditions button in the Workflow Page toolbar.
    • The Conditions dialog displays.
    • The drop-down menu lists all fields contained in the associated workflow form.
       
  3. Select the field for which you wish to specify a condition, then click the Add button.
    • The Conditions dialog refreshes to display the Add new rule options.
       
  4. If desired, select a template for the form map from the Load from template menu.
    • The Load from template menu lists all condition templates saved for the active workflow. If no templates are associated with the active workflow, the Load from template menu is not displayed.
       
  5. Enter a name for the condition in the upper text box.
     
  6. Use the drop-down menu to specify if the condition will be used to Show form items or to Hide form items.
     
  7. Select the Submit even if element is hidden check box to allow the form to be submitted in cases where the selected field is hidden.
     
  8. Select the form items to be shown or hidden (as specified in step 6 above):
    • Click the form items text box.
      • A menu displays listing all form fields included in the workflow form except the field for which the condition is being created.
    • Select the desired form field.
      • The selected form field is added to the form items text box.
    • Repeat as needed to add additional form fields.
      • To remove a form field from the form items text box, click the X icon for the desired field.
         
  9. Click the Add new condition rule button to specify the condition under which the selected field will be shown/hidden.
    • The Conditions dialog refreshes to display the "select field" menu.
    • The drop-down menu lists all fields contained in the associated workflow form except the field for which the condition is being created.
       
  10. Select the field on which you wish to base the condition.
    • The Conditions dialog refreshes to display the "matching criteria" menu.
       
  11. Select the desired matching criteria for the associated field:
    • Equal to - field content is equal to the value specified
    • Not equal to - field content is not equal to the value specified
    • Contains - the condition will be valid when the content of the form field includes the specified value anywhere in the field
    • Does not contain - the condition will be valid when the content of the form field does not include the specified value anywhere in the field
    • Filled - field contains content
    • Not filled - field does not contain content
       
  12. Specify the term against which the matching criteria will be applied.
    • Select the desired value from the drop-down menu, or, enter the desired value in the text box, as applicable.

      NOTE

      When a matching criteria of Filled or Not filled is selected, term options are not applicable.

  13. To add another rule to the condition, click the Add new condition rule button.
    • The Conditions dialog refreshes to display a new "select field" menu.
    • Choose the Boolean operator to be applied between the rules.
      • Select AND if both rules must be met to satisfy the condition.
      • Select OR if either rule must be met to satisfy the condition.
      • Repeat steps 10 through 12 to specify the conditions for the new rule.
      • Repeat step 13 to add additional rules to the condition, as desired.
         
  14. Click the Save button to save the condition.
    • The Conditions dialog refreshes to display the added condition.
       
  15. Repeat steps 3 through 14 to add additional conditions to the currently selected workflow stage.
     
  16. When all desired conditions have been added, click the Close button to close the Conditions dialog and return to the Workflow Page.

 

To save a condition template:

 

NOTE

Condition templates let you use a previously created condition rule as the basis for creating a new condition. Condition templates are "workflow-specific,"  and are available only for the workflow to which they were saved.

To save a condition template, create and save a condition as described above, then click the Save as Template button to save the current condition rule as a template. Once a template has been saved, it can be accessed and modified to create a new condition for any stage in the active workflow.
 

To edit a condition:

  1. Select the workflow stage for which you wish to configure a condition.
    In the screen shown above, you can drag-and-drop conditions to rearrange the logic. You can do this without clicking edit.
  2. Click the  Conditions button in the Workflow Page toolbar.
    • The Conditions dialog displays.
    • The dialog shows a list of all currently configured conditions for the workflow stage.
       
  3. Click the edit link for the condition you wish to edit.
    • The Conditions dialog refreshes to display the current values for the selected condition.
       
  4. Edit the values for the condition as desired.
    • To remove a rule for a condition, click the  icon for the desired rule.
       
  5. When all desired changes have been made, click the Save button.
    • The Conditions dialog returns to the conditions list.
       
  6. Click the Close button to close the Conditions dialog and return to the Workflow Page.
     

To delete a condition:

  1. Select the workflow stage for which you wish to configure a condition.
  2. Click the  Conditions button in the Workflow Page toolbar.
    • The Conditions dialog displays.
    • The dialog shows a list of all currently configured conditions for the workflow stage.
       

  3. Click the delete link for the condition you wish to delete.

    • The Conditions dialog refreshes with the selected condition removed from the list.
       

  4. When all desired conditions have been deleted, click the Close button to close the Conditions dialog and return to the Workflow Page.
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