Conditional Logic & Automations: A Comprehensive Guide

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Section 1: Introduction to Template Conditional Logic

Welcome to our comprehensive guide on how to use Template Conditional Logic, a feature that enhances the functionality and flexibility of our platform. This feature allows you to create dynamic templates that respond to the answers given in previous steps, enabling you to tailor your processes based on real-time data from the field. This guide will walk you through every aspect of the feature, from basic setup to advanced use cases.

Section 2: Using the Logic Builder

The Logic Builder is a powerful tool in our system that allows you to set conditions for specific responses, and automate subsequent actions. When a particular condition is met, the system automatically triggers an action, such as requiring a corrective task, requiring image capture, sending a notification, or asking follow-up questions. Here's how you can leverage these features:

Require Corrective Task Creation

This function is activated when a certain response necessitates an action. For instance, if you've set a condition like "Is the HVAC filter clean?" and the response is "No", the system automatically requires the creation of a corrective task.

  1. Set the condition in the Logic Builder and choose 'Require Corrective Task' as the action.
  2. When the condition is met, the user will be prompted to create a corrective task before they can proceed. The task is linked directly to the step, ensuring traceability and completion.
  3. The user can view and modify this task from the main builder screen.

Require Image Capture

This function comes in handy when a visual confirmation is needed for a particular step. Let's say you have a condition such as "Are the safety signs in place?". If the response is "No", you might want to require an image capture for evidence.

  1. Choose 'Require Image Capture' as the action for the respective condition in the Logic Builder.
  2. When this condition is met, the user will be prompted to capture an image before they can proceed with the submission.
  3. The captured image will be associated directly with the step for future reference.

Send Notifications

If a specific condition is met and you want to alert someone, this function can be utilized. For instance, if a question like "Is there a security breach?" is answered with "Yes", you could send a notification to the security team.

  1. Select 'Send Notifications' as the action for the respective condition in the Logic Builder.
  2. Specify the recipients of the notification.
  3. When the condition is met, a notification is sent out automatically. This notification can be customized and accessed via the Builder Screen.

Follow-Up Questions

This feature allows you to ask follow-up questions based on the responses to primary questions. For instance, if a step asks "Are all employees wearing safety equipment?" and the response is "No", you might want to know who isn't and why.

  1. Set 'Ask Follow-Up Questions' as the action for the respective condition in the Logic Builder.
  2. Specify the follow-up questions.
  3. When the condition is met, these follow-up questions appear and are mandatory to answer before proceeding with the submission.

By utilizing the Logic Builder, you can set up automated actions that are triggered by specific responses, greatly enhancing the efficiency and effectiveness of your processes.

Section 3: Implementing Conditional Logic in Your Template

To implement conditional logic in your template, you need to follow a few simple steps:

  1. Define Your Questions: First, determine what questions you want to ask and which possible responses might require conditional logic.

  2. Specify the Conditions: Once your questions are set, go to the Logic Builder and specify the conditions that will trigger a subsequent action. You can create conditions based on any of the questions you've set.

  3. Set the Actions: After specifying the conditions, choose the appropriate action for each. Actions can be to require a corrective task, require an image capture, send a notification, or pose follow-up questions.

  4. Test Your Template: Once your conditions and actions are set, test your template to ensure the conditional logic is working as expected. If necessary, tweak the conditions and actions until you're satisfied with the results.

Section 4: Best Practices for Template Conditional Logic

Using template conditional logic effectively requires a strategic approach. Here are some best practices:

  • Be Specific with Conditions: The more specific your conditions, the more effective your logic will be. Instead of setting vague conditions, try to make them as clear as possible.
  • Make Use of All Available Actions: The four actions—require a corrective task, require image capture, send notifications, and follow-up questions—are designed to cover a wide range of needs. Make sure to make full use of them.
  • Regularly Review and Update Your Logic: Over time, your needs may change. Regularly review and update your logic to ensure it continues to meet your needs.

Section 5: Submission View (Mobile & Web)

This feature allows you to handle conditional logic scenarios and required actions in real-time during the submission process. Any incomplete requirements are highlighted in red, and error messages are shown until they're fulfilled.

Required Actions Error Messages:

  1. Step Level: "This step/question is required."
  2. "This step requires an image."
  3. Conditional Logic Level: "This response requires an image."
  4. "This response requires a task creation."
  5. "The number you've provided requires an image."
  6. "The number you've provided requires a task creation."

Each error message is context-specific and aids the user in identifying what additional action needs to be taken.

Follow-Up Questions

Follow-up questions can be added and made conditional upon a certain response from the parent question. A divider separates the parent step and follow-up questions. Unless marked as required in the Template Builder, these follow-up questions remain optional.

Review Mode

Before submitting the submission, the review mode allows users to go over the required scenarios that have been triggered either via conditional logic or the required image/required step. Incomplete requirements are highlighted in red for easier identification.

Section 6: Reporting Conditional Logic Triggers

Understanding how your conditional logic triggers are working is crucial for evaluating their effectiveness and making necessary adjustments. Here's how to view these triggers in your reports:

Web Portal Report

The Web Portal Report is a comprehensive overview of your template's performance. It includes all the necessary information about the triggers you have set in your template.

  1. Access Your Report: To view your triggers in the Web Portal Report, navigate to the 'Reports' section of your web portal and select the relevant report.

  2. View Trigger Information: In the report, you'll find a detailed log of all triggers activated during the reporting period. This includes which steps activated the trigger, and what action was carried out as a result.

  3. Analyze Trigger Performance: By reviewing which triggers are frequently activated and their outcomes, you can gain insights into patterns and trends that may inform your future adjustments.

PDF Download Reports

In addition to the Web Portal Report, you can also download a PDF version of the report for offline viewing or for sharing with others who may not have access to the web portal.

  1. Download Your Report: To download a PDF version of your report, go to the 'Reports' section of your web portal, select the relevant report, and click on the 'Download as PDF' option.

  2. View Trigger Information: Just like in the Web Portal Report, the PDF report will include a log of all activated triggers. This includes the triggering step, the condition that was met, and the action that was taken as a result.

  3. Share Your Report: PDF reports can be easily shared with team members, stakeholders, or anyone else who needs to understand how your conditional logic is performing.

By reviewing these reports regularly, you can gain a thorough understanding of how your conditional logic is functioning and make data-driven decisions on how to optimize it further.

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