Conditional Form Logic in the Request Form

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What’s New

• Administrators can configure display logic for fields directly from the form layout.

• A Branch icon is available beside fields in the layout to add or edit logic.

• Fields with logic are hidden by default for requesters until the configured condition is met.

• Existing logic can be reopened and updated without recreating the field.

• A visual indicator shows when a field already has display logic configured.

• Warnings are shown when a trigger field or target field used in logic is removed.

• Logic behavior is also respected on external forms when the related fields are enabled there.

Functional Summary

Field Dependency Logic is configured by administrators in the Customer Question Admin, Reason for Visit, Logistics, and Extra Info sections. Logic is set on a target field, using a trigger field from the same layout. Only supported field types can participate in this setup.

At runtime, requesters do not see dependent fields until the trigger field’s selected value matches the configured rule. When the condition is met, the target field appears immediately. If the condition is not met, the field stays hidden and no empty space is shown on the form.

Key Capabilities

• Conditional field display
  Show a field only when a specific answer is selected in another field.

• Admin-friendly setup
  Configure logic from the layout using the Branch icon beside each field.

• Support for multiple trigger values
  A field can be shown when any one of several selected trigger values is matched.

• Edit existing logic
  Reopen saved logic, adjust the trigger field or selected values, and save the updated rule.

• Visual status indicator
  A blue Branch icon indicates that display logic already exists on a field.

• Protection against broken configurations
  The system warns administrators when they remove fields that are being used in logic.

Field Dependency Logic – Overview

Field Dependency Logic works by linking two fields:

• Trigger field – the field a requester answers first

• Target field – the field that is shown only when the configured condition is met

For example, an administrator may configure a target field to appear only when a requester selects a particular value in a Choice or Multi-Choice trigger field. This makes the form more dynamic and ensures requesters only see follow-up questions when they are needed.

By default, once logic is applied, the target field is hidden until the trigger condition is satisfied.

Configuration & Administration

Who can configure it

Where it is configured

Navigation:
Settings → Customer Question Admin / Reason for Visit / Logistics / Extra Info

Supported field types

Layout and form rules

Step-by-step setup

1. Go to Settings

2. Open the relevant section, such as Customer Question Admin, Reason for Visit, Logistics, or Extra Info.

3. Add the required fields to the right-hand layout for the selected site and visit type.

4. Locate the field you want to control and click the Branch icon beside it.

5. In the Set Display Logic window, review the target field shown in the Show field.

6. Select a Trigger Question from the dropdown.

7. Choose the trigger value or values that should display the target field.

8. Click Save.

Screenshot: Click Branch icon beside a field to set display logic

 

Screenshot: Set Display Logic modal

 

Screenshot: Branch icon beside configured field when display logic is created

 

How It Works

Adding display logic

When an administrator clicks the Branch icon on a field, the Set Display Logic modal opens. The target field is shown automatically, and the administrator selects a trigger question from the same layout. Only Choice and Multi-Choice fields are available in the trigger dropdown. Once a trigger is selected, its available values are displayed for selection.

For a Choice trigger, the administrator selects one value. For a Multi-Choice trigger, one or more values can be selected. Save is only available when the required selections have been made.

Viewing configured logic

Once logic is saved, the Branch icon remains visible and changes to a blue visual state to indicate that logic has already been configured for that field.

Updating existing logic

Clicking the Branch icon again reopens the logic window with the existing trigger field and values already selected. Administrators can change the trigger field, change the selected values, and save the revised rule. When a saved rule is changed, the new configuration replaces the old one. A confirmation step is shown before the change is applied.

The system also validates updated logic so that invalid circular or chained conflicts are not introduced. The approved circular dependency check depth is limited to 5.

Runtime behavior for requesters

For requesters, any field with display logic stays hidden by default. As soon as the requester selects a trigger value that matches the configured rule, the target field appears immediately. If multiple trigger values are configured, selecting any one of those values will display the field. The form layout reflows automatically, without gaps or placeholders.

Screenshot: Request form showing hidden / displayed field behavior

User Flow – Step-by-Step

Administrator flow

1. Add the relevant fields to the form layout.

2. Click the Branch icon on the field that should be shown conditionally.

3. Select a trigger question from the same layout.

4. Select the value or values that should reveal the field.

5. Save the rule.

6. Confirm that the Branch icon now shows the field has logic configured.

7. Reopen the icon later to review or update the rule if needed.

Requester flow

1. Open the visit request form.

2. Move to the relevant section, such as Customer Question Admin, Reason for Visit, Logistics, or Extra Info.

3. Notice that dependent fields are hidden initially.

4. Answer the trigger field.

5. When the selected answer matches the configured rule, the related target field appears immediately.

6. Continue completing the form with only the relevant follow-up questions displayed.

Important Considerations & Limitations

Disabled icon behavior

If no eligible Choice or Multi-Choice trigger field exists in the current visit type layout, the Branch icon appears disabled. Hovering over it shows the message:

To enable display logic - add at least one choice field to this visit type

Removing fields used in logic

If an administrator removes a target field that has logic configured, the system shows a confirmation message. If deletion is confirmed, the field is removed and its saved logic is cleared. If the field is added again later, it returns with default behavior and no logic.

If an administrator removes a trigger field that is being used by other dependent fields, the system shows a warning and identifies the linked fields. If deletion is confirmed, the field is removed and the related saved logic is cleared. Re-adding the field does not restore the previous logic automatically.

External form behavior

When fields are shown on the external form, the same display logic behavior is respected there as well. If a trigger field is not available on the external form, the dependent target field will not appear. Preview mode follows the same behavior.

FAQs

Can any field be used as a trigger field?

No. Only Choice and Multi-Choice fields can be used as trigger fields.

Can any field be used as a target field?

Target fields can be Choice, Multi-Choice, Numeric, Text, or Long Text.

Are dependent fields visible before a requester answers the trigger field?

No. They remain hidden by default until the configured condition is met.

Can one rule be triggered by more than one value?

Yes. A field can be configured to appear when any one of multiple selected trigger values is chosen.

Can administrators edit an existing rule?

Yes. Existing logic can be reopened, changed, and saved without rebuilding the field.

What does the blue Branch icon mean?

It indicates that display logic is already configured for that field.

What happens if the trigger or target field is removed?

The system warns the administrator before removal. If deletion proceeds, the related logic is cleared. Re-adding the field does not restore the logic automatically.

Will display logic still show a field if that field is hidden for a user role?

No. Role-based visibility still takes priority. A field hidden for a role will not be shown, even if logic conditions are met.

Support & Troubleshooting