Learn how to create conditional fields in your Report templates and create rules for applying them.
Overview
Conditional fields are a way of creating reports that change on the fly based on user responses. Depending on the response, different questions might be asked. This way, the reports can be customized to the user's needs, ensuring they see and answer what matters most based on their choices.
Conditional fields have two components: the field types (where the information is entered) and the rules controlling what is displayed based on the user's response. Learn how to create both by following the instructions below.
Before you start
Here are some things you must do before you start:
- Contact us to activate the Conditional Fields feature on your TrackTik portal.
- Enable the permissions for Conditional Fields.
- Create at least one Report Template.
Create a field in a Report Template
To create a conditional field in a report template, follow these steps:
- Go to Settings.
- Select Report Templates.
- Choose Custom Report Forms
- Choose an existing report from the list and select Field Setup. You can go here if you still need to create a report form.
- Choose the type of field you would like to add by selecting from the list on the left.
- Complete the information in the column on the right and click SAVE.
Edit, delete, or move a field in a Report Template
You can edit, delete, or move previously created fields in a report template by following the steps below:
- Go to Settings.
- Select Report Templates.
- Choose Custom Report Forms
- Choose an existing report from the list and select Field Setup.
- Hover over the field you would like to change.
- You will see three options:
- Move the field within the report template.
- Edit the field's values.
- Delete the field from the template.
Create a rule for a conditional field
Once you have created your report fields, you can apply rules based on the user's response to control what is displayed. For example, if the user answers 'yes' to a yes or no question, they will be prompted to complete more information. If they were to answer 'no,' the field to add more details wouldn't be displayed.
Rules are made up of conditions and actions. One or more conditions must be met or unmet to trigger an action.
Follow the steps below to create a rule for a conditional field:
- Select Settings.
- View All
- Choose Report Templates
- Then, select Custom Report Forms
- Choose the report template you want to work with, then click Field Setup.
- Choose the Settings tab
- Click Add a rule
- Enter a Rule Name
- Save
- Next, you will need to create a condition. Conditions are based on if/then statements. For example, If the "Is there an Incident?" answer equals "Yes," the action will be triggered.
- Within the condition, adjust the following fields to trigger your action.
- Choose a question from the first drop-down field.
- Choose a type from the second drop-down field.
- Equal
- Not Equal
- Greater than
- Greater than or Equal
- Less than
- Less than or Equal
- Has Value
- Enter a value into the last field. Values are alphanumeric and must match.
- Save your condition
- You can create a second condition and use the AND/OR toggle to trigger your action by either or both conditions.
- Select either Next or the Actions tab.
- You can set your new action to show either
- An individual field
- A field group (created within your Report Template)
- A field library (a group of fields that are created at the region level)
- Once your condition and action are set, click Finish.