Conditional Logic on Forms

Sherry Fox

It has been a LONG time since I did this, so I don't fully remember. I am setting up a test file for my new job to show them Smartsheet can do the job. Conditional logic would be a feature needed. Okay here are 2 screenshots below. For my test logic there are 3 report categories listed, and 5 fields that should show. And in the 2nd screenshot, on my form, the 2nd report category was chosen, but ALL of the fields show.

On the 2nd screenshot, I have highlighted the report category in yellow (which is one from the logic). And I highlighted in green, the 5 fields that should ONLY be displayed. I circled in Red, the fields that should not display (and there are more that cannot be seen in this screenshot.

Is there an additional step that I overlooked to have only my selected fields appear on the logic? My goal will be to have multiple conditional logic fields set up. Thanks in advance!

rrenee

Hi Sherry!

If you have not setup any kind of conditional logic for the categories in red to be displayed given a conditional, they will always be present.

Basically, you did condtional logic to display 5 fields when 3 options are checked correctly, but for the rest of the fields in the sheet, they will always be visible if you have not A. hidden them or B. setup their own logic.

What you need to do is add another conditional (or however many as needed) so when a given report type is checked, only the appropriate fields for that report display. Without conditionals, it is assumed an included field will be visible.

I hope this helps! If you are still confused please let me know and I can try to give a better example.

Renée

Sherry Fox

@rrenee ,

Can you show (I am a visual person) a visual example of what I need to do, so I better understand?

1. Month/QTR is a Text field
2. Review Period are the 12 months (January - December) in a Dropdown
3. Case Types (Possible Score) is a radio buttons to choose 0 or 1.

I really appreciate the extra help!!!

rrenee

Hi,

Given the fields I could see in your screenshots, I made two new Reports simply labeled "Other" that in theory do want to see the Month/QTR, Review Period and Case Types.

With this logic, only when Other Report 1 or Other Report 2 are checked will the Month, Review Period and Case Types fields appear. It follows a IF this "category" is selected, then display these additional fields. Without any logic applied like for the three you highlighted in red, they will simply exist in the form unless otherwise specified. Thus, whenever you want a field to appear only for certain report categories, you need to specify which they are so it doesn't display otherwise.

You can add any of the other categories like Analyst or Year if desired to the second condition, I just did the three red by themselves for simplification purposes.

Here is what the resulting form looks like:

If there are any fields that are required in every single form submission, simply do not account for them in the conditional logic and they will appear automatically as normal.

Let me know if you are still confused!

Sherry Fox

@rrenee ,

I am still not getting it. The Other Reports you created, are not part of my list. This list is quite lengthy. Some report categories will require all options, so no conditional logic will be set, but for others (like the 3 in my test), there will only be SOME fields. "In my head" (famous words of a previous boss), it would seem that I could just state the logic that I did to ONLY display the fields I indicated and have all other fields not display.

rrenee

@Sherry Fox

I do wish this was the case as well, unfortunately the logic is a bit limited. It caters towards reports that are mostly the same with some fields that should be hidden until activated by conditionals that display more fields. You can do what you need to do and can adjust the logic by report, but I don't believe the method you mentioned of the form automatically removing fields that aren't mentioned in the logic is an option at this time. It only is used to unhide/add fields if selected.

I gave a mini example of how to hide other fields by having them included in their own conditionals, but I apologize if it that made it more confusing.

You may be able to finess something with the 'If it is not one of insert report names, then display insert desired fields' so it stays populated until certain dropdowns are selected, though I know it is not as visually appealing to have fields initially visible then disapear.

The best way will likely still be going through the reports and selecting any fields you desire to be displayed for said report, and if you want something hidden making sure there is at least one conditional for when it is supposed to be seen so it is not displayed otherwise.

I do really hope they add more options in the future, fingers crossed! 🤞✨