Conditional logic for more efficient Jira Forms [How to guide]

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In the realm of efficient data collection, conditional logic is a game-changing tool that allows you to streamline forms, automate data collection, and provide a tailored experience for users. As the name suggests, conditional logic empowers you to serve up questions, pages, or actions based on predefined conditions that you choose. In this guide, we'll explore how to leverage conditional logic effectively with Smart Jira Forms, unlocking its potential to revolutionize your data collection and approval workflows.

Understanding Conditional Logic

Conditional logic enables you to make dynamic decisions within your forms and workflows. It's akin to the decision-making process we encounter in our everyday lives. For instance, if a key stakeholder can't provide input on a critical decision, we adapt our timeline or delegate the decision to another responsible party. Similarly, when managing an orientation program for summer interns, we customize the training materials to suit the specific needs of the departments in which they'll be working. Conditional logic brings this adaptability and decision-making prowess to your forms and workflows.

Key Benefits of Conditional Logic

The benefits of incorporating conditional logic into your forms and workflows are manifold:

1. Automation of Manual Processes: Conditional logic can automate calculations, reducing the likelihood of errors and saving valuable time.

2. Customized User Experience: By tailoring the questions and actions users see based on their responses, you create a more personalized and efficient experience.

3. Data Integration: Conditional logic ensures that the information you request in your forms matches the required format for seamless integration into your data management systems.

4. Conditional Field Display: Use form logic to display specific fields or sections of a form based on the user's input. For example, in a project request form, show additional fields related to hardware requirements only if the user selects "Hardware" as a project type.

Practical Applications of Conditional Logic

Now, let's explore some practical applications of conditional logic in Smart Jira Forms

1. Directing Users to Relevant Resources: Conditional logic can guide users to the most relevant resources or content based on their specific needs. For instance, employees seeking information can be directed to resources aligned with their department or role.

2. Dynamic Field Validation: Implement conditional logic to validate user input. If a user selects a certain option, you can set up rules to ensure that the entered data meets specific criteria. For instance, in an expense report form, validate that the entered cost matches the selected expense category.

3. Location-Based Options: Conditional logic allows you to display location-specific choices in forms. In a shipping request form, the form can adapt to the user's selected location, showing shipping options relevant to that location.
4. File Upload Requirements: You can implement conditional logic to require users to upload files when their requests exceed a predefined amount. For instance, in a procurement request form, if the requested budget exceeds a certain threshold, the form logic can prompt users to upload additional documentation or contracts.
5. Request Type Selection: Use form logic to enable users to select the type of request they are making, and then dynamically show fields relevant to that request. For instance, in an IT support request form, users could choose from options like "Hardware Issue," "Software Issue," or "Access Request," and the form would adapt to gather the necessary information for each type.

6. User Experience Customization: Customize the user experience based on the user's role or department. In a task assignment form, you can show different options or fields depending on whether the user is a manager or an individual contributor. Managers might see fields for assigning tasks to team members, while individual contributors might only see fields for self-assignment.

Setting Up Form Logic in Smart Jira Forms

1. Access Smart Jira Forms: Open the Smart Jira Forms add-on and either create a new form or select an existing one that you want to enhance with conditional logic.

2. Choose Single or Multi-Choice Elements: To create the foundation for your conditional logic, add single or multi-choice elements like dropdowns, checkboxes, multi-choice, or radio buttons to your form. These will serve as the "when" options for your conditional statements.

3. Configure Your Conditional Logic: Now, you're ready to configure the logic that will drive the form's behavior. You'll need to set up two components: the "when" option and the "show" option.

   • The "When" Option: This is where you specify the trigger for your conditional logic. Select one of the single or multi-choice elements you added in step 2. This element will serve as the basis for your logic.

   • Choose the Condition: Select the appropriate condition for your logic, which can be "is" or "isn't." This condition will determine when your logic should apply.

   • Select the Option: Choose an option from the selected single or multi-choice element. This option will define the condition for your logic.

   • The "Show" Option: Select the form elements that should be shown or hidden based on the condition you set in the "when" option.

4. Adding Rules: With the "when" and "show" options configured, it's time to add a new rule to your form's conditional logic. This rule acts as the bridge between the trigger condition and the actions to be taken.

   • Click to add a new rule to your form's conditional logic.

   • In the "when" option, select any single or multi-choice element with options that you've added to your form.

   • Choose the appropriate condition, either "is" or "isn't," and the option from the selected element.

   • In the "show" option, select the fields that should be shown or hidden based on this conditional logic.

   • Once you've configured all the settings correctly, add the rule.

5. Managing Rules: After adding rules, you can view and manage them within your form's conditional logic settings. Click the three dots menu for each rule to edit or delete it as needed.

Viewing Form Logic in Your Form

Once you've set up form logic, you can easily visualize it within your form:

• Every form element that has conditional logic applied to it will have an icon associated with it, indicating that it is part of a logic rule.

• Form elements that will be affected by the conditional logic also have an icon and a hint to provide clear guidance to the form fillers.

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