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How to Use Form Conditions

Form Conditions will change the form content available to the individual who is visiting your form based on the information they provide. This guide includes a description of the feature, instructions for creating and testing if/then statements, a sample set of form conditions, and FAQs.

How to Use Form Conditions

Introduction

Form Conditions will change the form content available to the individual who is visiting your form based on the information they provide. You can use this feature to set rules to hide and show form blocks and sections based on how the contact is entering information at the moment they are completing the form. This form feature is useful for collecting only information that is relevant and ignoring/hiding fields that do not apply to that particular contact.

Reasons you may need to use form conditions:

  • To show a drop-down for State/Territory/Province when they select a specific country (ie USA / Canada / Australia)
  • Ask specific questions of contacts with particular characteristics (ie certain lead sources)
  • To prevent unwanted form submissions by hiding the submit button (see also How to Suppress Form Submissions)
  • To reduce the time and effort necessary for a contact to complete your form (improved user experience)

 

Form conditions are available in the Design tab of the Form Composer. To get started creating form conditions, you must first perform these steps:

  • Create all of the form fields you will be collecting on your form, including the fields which will be hiding / showing
  • Add a Submit button
  • Save the form

 

Every Form Condition is made up of a pair of IF and THEN statements that together define the form behavior.

IF Statement:

  • Defines the triggering action on the form (ie Answering "yes" to a question)

  • Components for every IF statement: If, State, and Value

  • To skip to more information on IF statements, click here

THEN Statement:

  • Defines the resulting form behavior (ie Show a new box to check)

  • Components for every THEN statement: Do and Field

  • To skip to information on THEN statements, click here

 

Step 1: Begin New Form Condition

 

  1. To begin creating your first form condition, go to the Form Composer > Design tab and click on Form Conditions on the right hand side under Settings, as shown here:
    Navigate to Form Conditions
  2. Click on the plus sign to add a new rule
    Add Rule
  3. Begin creating the first Form Condition by providing a descriptive name
    Rule Name
    • Whether your conditions are "Case Sensitive" is an optional check box here.

 

Step 2: Create an IF Condition

The IF statement is a condition that will trigger the form condition to activate. This is what is required for the next action (ie hide or show) to occur. There are three selections to enter for each IF statement: "If" "State" and "Value".

If Statement

  Input Type How to use

If

Drop-down of all form fields

Select the form field which creates the condition trigger.

State

Drop-down of qualifiers

  • Is Equal To

  • Is Not Equal to

  • Contains

  • Does Not Contain

  • Starts With

  • Ends With

  • Is Empty

  • Is Filled

Select the logic for the field value which will trigger the condition.

Value

Free text entry

Enter the value which will trigger the condition. This corresponds with the field settings.

For a multiple choice field (pickist or combo box, etc), the value must match exactly or the form condition may not function as expected.

 

Advanced:

  • You may use multiple IF statements by using AND and/or OR to create more complex conditions for your form.

 

Step 3: Create a Then Statement

 

The THEN statement is used to define the change to the form fields that occurs when the condition is triggered. This is what will happen when the contact filling out the form meets the IF condition by their responses to the questions on your form.

There are two components to each THEN statement: Do and Field

Then Statement

Do:

  • Hide
    • This will hide the Field selected
    • The Field will default to Showing when the form loads
    • The Contact completing the form will see the field disappear when they enter a triggering condition
    • This prevents submission of data that is irrelevant
  • Show
    • This will show the Field selected
    • This Field will be hidden by default and shown only when the IF condition is met
    • The Contact completing the form will see the new field appear when they meet a triggering condition
    • This allows you to ask increasingly relevant questions based on the data you’ve collected in existing fields

Field:

  • All available fields on the form will show here for selection, with exception to the field used to create the IF condition.
  • Special Features & additional choices for THEN statements:
    • Submit Button
      • You may hide or show the Submit Button which can suppress form submissions.
      • For more information on how or why to use this feature, please see our guide on How to Suppress Form Submissions.
    • Form Sections
      • You may set your logic to hide or show complete sections of the form.
      • This makes the conditional logic simpler and easier to manage when you have multiple fields to hide / show.
      • Each form section is assigned a number from top to bottom and will appear in the THEN drop-down list.
    • Content Blocks (ie Rich Text or Images)
      • This allows for custom messages or images to show on your form based on how they are completing the fields.

Advanced: 

  • You may use multiple THEN statements to have multiple results occur with the prescribed IF statement, combined using AND.

Once you have entered both IF and THEN statements, scroll to the bottom of the page, click OK, and then click Close on the bottom right. Save the form.

OK and Close

Step 4: How to Test

 

After closing the form condition settings, save the form. 

  1. Access the form in one of two ways, depending on how you wish to test:
    • To test in the Form Composer:
      • Navigate to the Review tab in the Form Composer
      • In this screen, you can see a preview of your form
    • To test in the live form, visit the form as deployed (ie embed to landing page and access via public URL).
  2. Test the form condition behavior by entering responses in each field and observing the field(s) that should be changing.

Notes: 

  • It is possible for conditions to cancel each other out and cause usability errors. When creating form conditions, pay close attention to the logic statements you are using.
  • It is always the best practice to test your form prior to launch. To ensure the logic is functioning as expected, run tests for all conditions and combinations.

Example: Create a Single Contact Form for Leads & Customers

 

This is a sample set of three separate form conditions which will make the form respond differently based on whether the contact completing your form is a current customer an incoming lead, and ask additional questions based on the lead source selected.

  IF... THEN...

Customer

If the contact answers "Yes" to the question if they are a customer,

If = "Are you a current Customer?"

State = Is Equal To

Value = "Yes"

Then the form responds by asking the customer for their account number.

Do = Show

Field = "Account Number"

Lead

If the contact answers "No" to the question if they are a customer,

If = "Are you a current Customer?"

State = Is Equal To

Value = "No"

Then the form responds by asking for their lead source.

Do = Show

Field = "How did you hear about us?"

Lead Source = Friend

If the contact answers "Friend" to Lead Source,

If = "How did you hear about us?"

State = Is Equal To

Value = "Friend"

Then the form responds by asking for the Friend's contact name.

Do = Show

Field = "Who can we thank"

 

See a video of the form behavior in action (Adobe Flash required):

 

 

FAQs

How are Form Conditions different from Progressive Profiling?

Form Conditions:

  • Set rules to hide and show form sections based on how the contact is entering information at the moment they are completing the form.
  • This is useful for collecting only information that is relevant and ignoring/hiding fields that do not apply to that particular contact, or asking additional questions.

Progressive Profiling:

  • Set rules to limit the number of fields available on each time the contact completes the form.
  • Used for leads and contacts who will be completing a single form multiple times (ie Gated content).
  • Slowly gathers more profile information each time a contact fills out a form (ie engaged leads requesting multiple gated content assets, or webinar registration forms).
  • See our user guide for Progressive Profiling for more information on this feature.

 

How can I save a set of Form Conditions to be used with more forms?

This may be done by creating a Form Template and using that template as a starting point for each new form when you wish to use the same conditional logic.

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