Conditional Routing allows you to control how a form moves between participants based on conditions. You can configure workflows to send forms to specific participants, skip participants, or follow different paths depending on the information submitted.
Before configuring your workflow, you must enable Conditional Routing.
Dynamic Forms offers two types of workflow conditions: Participant Conditions and Action Conditions. Both control how a form moves through a workflow, but they serve different purposes.
Participant Conditions determine whether a specific participant should receive the form. If the condition is true, the participant receives the form. If it is false, the participant is skipped.
These conditions are represented by a number next to the participant’s name within an action.
Participant Conditions are useful when:
Example: Multiple Approvers
Lets say a form can have up to four approvers, but not every submission requires all four.
Instead of creating a separate action for each approver, you can place all four participants in the same action and add a condition to each one.
For example:
Dynamic Forms checks each condition and only sends the form to participants whose conditions are true.
Important: Multiple participants within the same action are treated as a broadcast. All participants whose conditions are true receive the form at the same time. The workflow moves to the next action once all required signatures in that action are collected.
If an action contains only one participant and their condition is false, the entire action is skipped, and the workflow moves to the next action.
Action Conditions determine which path a form follows in a workflow. They are useful when a workflow branches into multiple paths or when a form should stop moving forward if a condition is not met.
These conditions are represented by a number in the top-right corner of an action box.
Example 1: Branching Workflows
Let’s say a form starts with a student and then needs to go to either the school or the student’s parent.
Student
/ \
School Parent
Add an Action Condition to the first action in each path where the workflow branches. You do not need to add conditions to every action that follows. Once the workflow enters a path, it continues along that path until it reaches another split or condition.
If your workflow branches into multiple paths, each path should have its own Action Condition. If none of the conditions are true, the workflow defaults to the leftmost path.
Student
/ \
Advisor Parent
| |
Dean HS Counselor
Alternative: If each path contains only one participant, you can place both participants in the same action and use Participant Conditions instead. This creates one straight workflow rather than two separate paths.
Example 2: Stopping a Workflow
In this example, the split occurred at the second level (advisor and parent). That being said, you’d only need to place action conditions only on the Advisor action and the Parent action even though there are other actions/steps beneath them. Once the workflow goes down a certain path, it continues to go down that path until another split or another condition is found. If your workflow split down 15 different paths, you’d need to place 15 unique action conditions at the start of each of those different paths. If no conditions found are true, it will again revert down the first (leftmost) path it sees.
The last thing I could think of with using an action condition would be to stop a form from moving forward to any other participants. If you have one straight/linear path that goes for example from Student > Advisor 1 > Advisor 2 > Dean but there’s a possible situation where if Advisor 1 denies the request or form, Advisor 2 and the Dean no longer need to see the form. Instead of placing participant conditions on Advisor 2 and the Dean to check if Advisor 1 approved, you can place an action condition on Advisor 2’s action to check and say “IF Advisor1Dropdown is equal to Approve”. By doing this, if Advisor 1 does approve, the condition is true and it will request Advisor 2 and the Dean to sign the form. If the condition was false, it would stop after Advisor 1’s signature was collected, skip Advisor 2 and the Dean, then land in the Pending queue.
Add an Action Condition
To add an action condition, first select the step in the workflow where you want an action condition to occur.
Select “Add condition to this workflow action.”
You have the ability to add numerous conditions to a single action by clicking the ‘Add condition’ button. As well as to create a nested set of conditions that use their own AND/OR logic by clicking the ‘Add Group’ button.
When you are done, click “Save”. The number of conditions that are added will be represented by the number in the circle.
For more information about configuring workflows, refer to the following NextGen Dynamic Forms resources:
Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu