Automate Workflows with Advanced Transitions

Enterprise plans

Advanced transitions automate the flow of responses through a workflow based on how respondents have answered your forms.

If your form contains office use only groups, advanced transitions can also use reviewer answers to automate workflows.

Create an Advanced Transition

The example above is a workflow for an expense reimbursement form. The grey diamond is an advanced transition.

Using Smart Logic in the advanced transition:

Claims for less than $500 are automatically sent to the "Finance" step for authorization and payment.
Claims between $500 and $1000 are sent to the "Manager review" step for additional oversight before going onto "Finance."
Claims of over $1000 are automatically denied. If an employee lodges an expense claim for over $1000, they are directed to a more detailed large expenses claims form.

Keep reading to learn how to make your own advanced transitions based on this example.

Create a form containing fields that will trigger your advanced transition.

In the example above, the amount of an expense claim is used in the transition, so we’ve made it a required field.
Create a workflow.

Make sure you’ve added the steps you’d like to automate the movement of a response between. Here, the steps a response can automatically be moved to are "Manager review," "Finance," and "Denied – over $1000." The transition will originate from “With respondent.”
Create a new transition.
Select Advanced with SmartLogic as the Transition type.
Use the From step drop-down menu to choose which step the transition begins from.
Add a Scenario.

Scenarios describe when the response will move to particular steps.
For each step a response can move to, add rules (based on fields in your form) that describe the criteria for that move.

For example, here, an expense reimbursement response will move directly to "Finance" for approval and payment if it is under $500.
Select Add rule to confirm a rule.

Use the bin icon to delete rules.
Each scenario can have multiple rules.

Here, the same expense reimbursement response will move to the step "Management review" if it is more than $500 but less than $1000.
Continue adding scenarios until you’ve mapped out the transition.
If any of your scenarios conflict with one another, the earliest scenario will take precedence. For example, the 2nd scenario will take precedence over the 4th.
Select the step the response will move to if none of your scenarios are met using the Fallback: send responses to this step if none of the above scenarios are met drop-down menu.

In the example above, if an expense claim is not under $500, or not between $500 and $1000, it will be moved to “Denied – over $1000.”
Add Notifications for any scenarios you’d like to send email alerts about.

In the example above, if an expense claim is sent to the step “Denied – over $1000,” an email alert is sent to the respondent directing them to the correct form for larger expenses.
Name and Save your transition.
If your advanced transition originates from the "With respondent" step, there's no need to name it.