Conditional Routing & Workflow Conditions

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.

Enable Conditional Routing

Before configuring your workflow, you must enable Conditional Routing.

1. Navigate to the Participants Tab
2. Under Choose your form Workflow type, select Conditional Routing

3. The Workflow menu will appear, allowing you to configure your form’s workflow.

Workflow Condition Types

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 an individual participant receives the form or is skipped
• Action Conditions: Determine which workflow path the form follows or whether it continues to the next action

Participant Conditions

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.

When to Use Participant Conditions

Participant Conditions are useful when:

• A participant should only receive the form if certain requirements are met.
• You have multiple potential participants, but only some need to complete the form.

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:

• Approver 1: IF Approver1Email is Answered
• Approver 2: IF Approver2Email is Answered
• Approver 3: IF Approver3Email is Answered
• Approver 4: IF Approver4Email is Answered

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.

Add a Participant Condition

1. Select the participant you want to add a condition to, and select Edit This Workflow Action

2. Select Conditions to the right of the Participant’s Name

3. Configure your condition(s) using the IF-THEN format. To add more conditions, select Add Condition. To create groups of conditions with their own AND/OR logic, select Add Group. Then click Save on the bottom right of the window

4. The number next to the participant’s name indicates how many conditions have been added

Action Conditions

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.

When to Use Action Conditions

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
             /           \
      School     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

Action Conditions can also prevent a form from moving forward when a participant does not approve it. 

Let’s say your workflow follows this sequence:

              Student       
                   |              
              Advisor 1      
                   |              
              Advisor 2       
                   |              
               Dean

If each person must approve the form before it moves to the next person, you would add an Action Condition to both the Advisor 2 action and the Dean action.

1. Advisor 2 Action

   Add the following condition: IF Advisor1Dropdown is Equal to “Approve”

   If True: The workflow continues to Advisor 2
   If False: Advisor 2 and the Dean are skipped, and the form moves to the Pending queue

2. Dean Action

   Add the following condition: IF Advisor2Dropdown is Equal to “Approve”

   If True: The workflow continues to the Dean

   If False: The Dean is skipped, and the form moves to the Pending queue

This ensures that each participant only receives the form if the previous participant approved it. The condition on the Advisor 2 action checks Advisor 1’s decision, while the condition on the Dean action checks Advisor 2’s decision.

Adding an Action Condition

1. Select the action you want to add a condition to and select Add condition to this workflow action

2. Add your condition using the IF-THEN format. Select Add condition to add another condition or Add Group to create a group with its own AND/OR logic. Then click Save at the bottom right

3. The numbered circle in the top-right corner of the action indicates how many conditions have been added

Default Workflow Behavior

When a workflow splits into multiple paths, Action Conditions determine which path the form follows.

• If a condition is met, the form follows the corresponding path.
• If a condition is not met, the form follows the next available path.
• If none of the conditions are met, the form follows the leftmost path by default.

Make sure to add conditions to the appropriate actions so the form follows the intended workflow.

Additional Resources

For more information about configuring workflows, refer to the following NextGen Dynamic Forms resources:

• Workflow Builder
• Workflows Supported

Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu