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How to set the conditions for adding the Action to the Process?

Decide on what basis and to whom the Action is to be delivered - use Conditions.

You have 3 options for adding conditions:

SIMPLE

An Action can be visible to an employee when they:

1️⃣ Complete the indicated Action. 

A given Action is only released once another Action indicated in the Settings has been completed - this way you create a sequence of events.

 

💡For example:

  • HR will receive an email - if the Employee fills out the personal data form;
  • The Manager will receive a task requiring them to enroll the Employee in training - if the Employee declares their intent to participate in that training;
  • IT Support will receive an email - if the Employee selects equipment;
  • The Employee will receive a survey evaluating the onboarding Process - if the Manager confirms completion of that Process;
  • The Employee will receive access to training - if they provide a code confirming their eligibility;
  • The Manager will receive a clearance form for final approval - if the departing Employee confirms completion of all offboarding formalities.

☝🏻 If you indicate several Actions whose completion is meant to be a condition for releasing another Action, then all Actions must be completed together for the configured Action to be released.

2️⃣ Are assigned to the selected location, or are assigned to the selected Category.

In practice, this means you can create a single Process template and within it decide which Action will be added to the Process for a given User.

 

💡Usage examples:

  1. A task for the Manager regarding an office access card request will only be added to the Process if the hired employee has the "On-site work" category assigned. The Manager won't receive the task if they're participating in the Process of an employee with the "Remote work" Category assigned.
  2. Training on using modern office spaces - will only be added to the Process for employees who work at headquarters (location: headquarters).
  3. Additional HR forms - will only be added to the Process in case of employment under an employment contract (Category: employment type → Employment Contract)

If you indicate several options within one Category, it's enough for the User to meet at least one of them for the Action to be added to the Process.

If you indicate several options within Location, it's enough for the User to meet at least one of them for the Action to be added to the Process.

3️⃣ Meet a condition defined by the selected custom field. You only need to set a condition based on a Custom Field and specify:

  • who provided the answer in that Custom Field,
  • the answer that will decide whether the Action is added to the Process.

In practice, this means you can guide a given Process down different paths, depending on users' answers.

💡For example:
An employee indicates in a form that they don't hold citizenship of your country, and you subsequently provide them with an additional form required to fill out in order to prepare an employment contract. This additional form will only be made available in a situation where the Employee has actually selected the option "I don't hold X citizenship."

⚠️ Note! For targeting, you can only use those Custom Fields that are built as a List-type Custom Field.

 

If you indicate several options within one Custom Field, it's enough for the User to meet at least one of them for the Action to be added to the Process.

ADVANCED

This type of targeting allows you to combine multiple conditions together, as in the example below.

 

💡Example:
The Action will be visible to employees who:

  • belong to the "office employee" category,
  • and their Employment type is different than "temporary employee" and different than "Contract of mandate."
    In other words: an office employee, but excluding both of these employment types.

☝🏻 

Note that you can:
⚪️ combine conditions with each other using the "and" and "or" operators
⚪️ define specific conditions using operators:

  • "equals"
  • "does not equal"
  • "contains"
  • "is empty"
  • "is not empty"
    ⚪️ create additional groups of conditions and combine them with each other using the "and" and "or" operators.
    This will let you tailor access to any situation.

SEGMENTS

This type of targeting lets you combine a completed-Action condition with a selected Segment*.

* You can read more about Segments in the "Actions – configuration and targeting / Segments" module.