Decide on what basis and to whom the Action is to be delivered - use Conditions.
You can use terms and conditions based on:
With Conditions, you decide:
- whether the Action will be added to the Process launched to the user,
- when the scheduled Action is released.
What does this mean?
1️⃣ Targeting by location or category
In the first case, you can define conditions based on which the Action will be added to the Process. These conditions can be categories or locations assigned to the user.
In practice, this means that you can create one Process template and decide which Action will be added to the Process for a given User.
💡Usage examples:
- A task for a Manager regarding an office access card application will only be added to the Process if the employee is assigned the "On-site Work" category. The Manager will not receive the task if the employee is participating in the Process with the "Remote Work" category.
- Training on the use of modern office spaces will only be added to the Process for employees working at headquarters (location: headquarters).
- Additional HR forms will only be added to the Process for employees employed under an employment contract (Category: Employment → Employment Contract).
Actions planned in this way will only be triggered for Users who meet the specific conditions specified in the Categories and Locations you created.
If you indicate several options within a Category, it is only necessary for the User to fulfill at least one of them for the Action to be attached to the Process.
If you indicate several options within a Location, it is only necessary for the User to fulfill at least one of them for the Action to be attached to the Process.
2️⃣ Targeting by Custom Fields
In addition, in the first case, you can decide that an Action is to be attached to a Process if the user has indicated a specific response in the form.
All you have to do is set a condition based on a Custom Field and select:
- to whom the response from this field is assigned
- which response must be indicated for the configured Action to be attached to the Process.
In practice, this means that you can run a given Process along different paths, depending on user responses.
💡Usage examples:
An employee indicates on the form that they do not have citizenship in your country, and you then provide them with an additional form necessary to complete to prepare an employment contract. This additional form will only be provided if the employee actually selected the "I do not have citizenship X" option.
Note: for this kind of targeting you can only use the Custom Fields based on the List.
If you indicate several options within one Custom Field, it is only necessary for the User to fulfill at least one of them for the Action to be attached to the Process.
3️⃣ Targeting after Action
This conditioning mechanism gives you the ability to release a planned Action when another Action is executed - thus creating a sequence of events. Let's go straight to examples:
- Human Resources will get an email if an Employee fills out a personal information form
- a manager gets a task in which he/she has to enroll an Employee in a training course if the Employee declares a desire to participate in that training course
- IT Support will get an email if the Employee selects the equipment.
- employee will receive an evaluation questionnaire for completion of the Onboarding Process if Manager confirms completion of the Process
- the employee will be granted access to the training if they provide a code to prove their eligibility for it
- the manager will receive a final approval if the outgoing employee confirms that all offboarding formalities have been completed.
If you indicate several Actions, the completion of which is to be a condition for the release of another Action, all Actions must be completed together for the configured Action to be released.
4️⃣ Combining conditions
When setting the conditions for including an Action in a Process, you can combine targeting across Actions, Categories, Locations, and Custom Fields. This means that the release of an Action can be contingent on all conditions being met.
💡For example:
The employee must:
- complete the Personal Information Questionnaire,
- + be in the category: contract type - employment contract,
- + be assigned a location - Warsaw Office,
Only then, after meeting all these conditions, will the configured Action be added to the Process.