How to create and use conditionality in your workflow

Learn how to add conditionality in your workflow.

What are conditionalities? 

"If this happens, then that" scenario describes the conditionality feature. "If a specific answer is given, then this action must be taken". This means that different paths in a workflow can be taken depending on if the answer that is given is true or false.  Conditions play an important role in defining the logic of a workflow, ensuring that tasks are executed in a controlled and efficient manner. By adding conditions, workflows can be customized to accommodate different scenarios. 

Take note 

  • Conditions are connected to variables within a form submission 
  • You can add a single rule or a group of rules to a condition
  • You can only create conditions if you are an "owner" or "admin" of the organization. 
  • You can only create conditions via the web portal. 

Add Conditions 

Step 1: Sign in to the Capptions Direct web portal

Sign in to your Capptions Direct account using the link

Step 2: Select an organization 

Click on the drop-down arrow in the top left-hand corner and select the organization.

Step 3: Click on Templates 

Step 4: Click on workflows 

Step 5: Build a workflow or edit an existing one 

Build a workflow to include at least one form to which the condition will be determined. 

Step 6: Insert a Condition node 

Right-click on your mouse to reveal the node menu. Select the Condition node and connect it to a form node by drawing a line between the blue dots.

Step 7: Edit the condition builder to set Conditional rules  

Click on the Builder button inside the condition node. The default rule with Capptions is for the rule to return true. This means that if it is "true" that a specific answer is given in a submission, then the conditional rule applies, and a specific task in a workflow will be actioned. If not true, then a different task in a workflow will follow.  

Step 8: Add conditional rule 

Click the add rule button and select a field. The form to which the conditions are set will be displayed. Select the field that you want to set a rule to. For this example, I will require a user to assign an after-action to a specific member of his team. I will then set a condition where for each member selected, an after-action task will be assigned to them. 

8.1 Select the field which includes the selection of members to choose from 

8.2:  Choose operator: includes 

8.3: Choose an option: select the name of a single user 

8.4: For each assignee, add a new condition node. Therefore if you have 3 members to which after actions can be assigned, then you must have 3 conditional nodes 

Step 9: Add the following task 

Following the conditional node, a new task must, therefore, take place for the true/false statement. A task can be a review step, a report being generated, a  new form submission etc. The Capptions workflow builder is flexible in enabling various scenarios. 

We will continue with the example from step 8. In this instance, I would require an after-action task to be completed by each assignee. I will, therefore, add 3 form nodes. A connection from the "true" blue dot would be connected to the new form node. The false would then be connected to the END node. 

Step 11:  Publish your workflow and assign it to your team 

Once you've built your workflow to completion. Click Publish on the top right corner of the workflow builder and assign the workflow to your team. 


And that's how easy it is! 

We hope this article is helpful in adding conditions in a workflow. If you have any questions or concerns, please do not hesitate to contact our customer support team at 

Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!