Adding Conditional Logic to a Checklist

Conditional logic enhances checklists by enabling dynamic responses based on user input. This article explains how to set up conditional logic to automate actions and improve workflow efficiency.

1. Understand Conditional Logic

What Is Conditional Logic?

Conditional logic (also called automations in Xenia) lets you attach "if this, then that" rules to individual steps in a checklist. When an employee gives a specific answer to a step, something automatically happens — a photo is required, a follow-up question appears, a notification goes out, or a task gets created.

Without conditional logic, a checklist is a list of questions. With it, the checklist actively responds to what's happening at the location.

Example: "Is the bathroom clean?" → If No → require a photo and ask "Describe the issue." Without logic: employee checks No and moves on. Manager finds out later. With logic: the moment they check No, they have to document it right there.

2. Open Conditional Logic Panel

How to Add a Conditional Logic Trigger

Open the template in the builder (Build tab)
Click on the step you want to add logic to
Look for the Add Conditional Logic button (or Add Automation) — it typically appears as a purple button within the step
Click it → a panel opens showing: the condition (when does this trigger?) and the action (what happens?)
Set the condition: select which answer triggers the automation (e.g., "If answer is No")
Set the action: choose what happens (see trigger options below)
Save the automation

You can add multiple automations to a single step — e.g., when the answer is No: require a photo AND ask a follow-up question AND flag the response.

Open Conditional Logic Panel

Select Condition Option

3. Require Image Capture Action

Require Image Capture Forces the employee to take a live photo before they can continue. The photo is attached to that specific step in the submission record. This is the most commonly used automation — use it on any step where visual proof adds accountability.

Require Image Capture Action

4. Ask Follow-Up Question Action

Ask Follow-Up Question Prompts an additional question that appears within the same submission, right after the triggering step. The follow-up can use any step type: text field, multiple choice, another photo, etc. You can add multiple follow-up questions per trigger. Use this when the employee is the right person to document more information about the issue right then.

Ask Follow-Up Question Action

5. Require Corrective Task Action

Require Corrective Task Prompts the employee to manually create and assign a task linked to this checklist step. The task appears in the task board. Use this when the issue needs formal tracking and the employee is responsible for assigning the follow-up work.

Require Corrective Task Action

6. Send Notification Action

Send Notification Immediately sends a push notification, SMS, or email to a specific user, role, or email address when the trigger fires. Useful for alerting managers to critical issues in real time — a temperature out of range, a failed safety check, an equipment problem.

Send Notification Action

7. Stack Multiple Actions

Combining Multiple Actions

One trigger can fire multiple actions simultaneously. Example:

Temperature step: "Chicken soup temperature" → If temperature is less than 165°F: → Require Image Capture (photo of the thermometer reading) → Ask Follow-Up Question: "What corrective action was taken?" (Text Field, required) → Flag Response (category: Food Safety Issue) → Send Notification to Food Safety Manager

All four fire at the same time when the out-of-range temperature is entered. The employee takes a photo, answers the follow-up, and the manager is notified — all before they move to the next step.

Stack Multiple Actions

When to Use Each Action — The Practical Breakdown

Scenario	Best Action
"Prove you cleaned it"	Require Image Capture
"Tell us more about what went wrong"	Ask Follow-Up Question
"Alert a manager immediately"	Send Notification
"Someone specific needs to fix this — same shift"	Require Corrective Task
"Another team always handles this type of issue"	Auto-Create Task from Template
"Track how often this fails in reporting"	Flag Response

This article provided a practical overview of setting up conditional logic in checklists, including configuring triggers and actions like image capture, follow-up questions, corrective tasks, and notifications. For more information, explore related articles on checklist automation and task management.

Need Help?
Reach out to our support team at support@xenia.team

Adding Conditional Logic to a Checklist

Was this article helpful?

Comments

Search

Adding Conditional Logic to a Checklist

Was this article helpful?