How To Use Docusign Conditional Logic Fields For Beginners

Table of Contents

1. Introduction
2. Explore Conditional Logic in Docusign
• What is Conditional Logic?
• Benefits of Using Conditional Logic
3. Set Up Conditional Logic in Docusign
• Step 1: Add Trigger Fields
• Step 2: Add Conditional Fields
• Step 3: Create the Conditional Rule
• Example: Simple Conditional Logic Setup
4. Handle Complex Conditions
• Example: Advanced Conditional Logic Setup
5. Best Practices for Using Docusign Conditional Logic
• Consistent Field Labeling
• Assign Conditional Logic Rules
• Data Synchronization Using Conditional Logic
6. Practical Tips for Implementing Conditional Logic
• Rename Field Labels
• Assign Conditional Rules to the Same Recipient
• Use Conditional Logic for Data Automation
• Advanced Formula Fields
• Test Your Conditional Logic
• Conditional Logic for Complex Forms
7. Conclusion

Introduction

Are you looking to customize your Docusign forms to hide or display specific fields based on your signer's responses? This article will guide you through the process of utilizing Docusign's conditional logic feature to achieve that. By setting up conditional logic, you can ensure your forms dynamically adjust based on the user's previous answers, enhancing the accuracy of the information collected and simplifying the form-filling experience for your signers. For instance, if a signer selects "yes" to a question, the following question becomes mandatory. Conversely, if "no" is selected, the next question disappears. Let's explore how to implement this in Docusign.

Explore The Conditional Logic in Docusign:

What is Conditional Logic?

Conditional logic in Docusign allows you to display or hide specific fields in your forms based on the conditions set by the signer's responses. This ensures that only relevant questions are shown, which enhances data accuracy and improves user experience.

Benefits of Using Conditional Logic

• Enhanced Accuracy: Only relevant fields are presented to the signer.
• Improved User Experience: Simplifies the form-filling process.
• Efficiency: Saves time by eliminating unnecessary fields.

Set Up Conditional Logic in Docusign:

Step 1: Add Trigger Fields

The initial step involves adding trigger fields, which determine the visibility of subsequent fields based on the signer's input.

1. Add Trigger Fields: Here we’ll insert radio buttons for a question that require a yes/no answer, but trigger fields can be text, radio, dropdown, or checkbox.

Start by adding radio buttons for yes/no questions

2. Rename the Trigger Field Label: Give the trigger field a meaningful name. In our case, the question is a bit long, so we’ll just label the trigger field"Subscriber is a private investment company."

Name the trigger field something descriptive

3. Rename Radio Button Values: Label the buttons with values like "yes" and "no" to facilitate rule creation. This only applies to checkbox our radio fields. 

Label the radio buttons values as "yes" and "no" for easy rule creation

Step 2: Add Conditional Fields

Next, add the fields that will appear or disappear based on the trigger fields.

1. Insert Relevant Fields: These could include additional radio buttons, text fields, or any other field type.

Add radio buttons, text fields, or any other field type as needed

2. Rename the Fields: Ensure each conditional field has a clear and descriptive label.

Give each field a clear, descriptive label

Step 3: Create the Conditional Rule

Once the trigger and conditional fields are set, it's time to define the conditional logic rules.

1. Select the Trigger Field Group: Choose the trigger field: in our case, it’s a group of radio buttons

Select the trigger field group

2. Create the Rule: Go to "Conditional Fields" and click "Create Rule."

Navigate to "Conditional Fields" and click "Create Rule.

3. Define the Rule: Specify which of the two radio buttons will display the conditional fields.

Choose the trigger option to display conditional fields

4. Preview and Verify: Test the setup by previewing the document to ensure the rule works correctly.

Preview the document to test the rule

Example: Simple Conditional Logic Setup

For a straightforward example, if a signer selects "yes," the next field becomes required.

1. Add Radio Buttons for Yes/No: Insert radio buttons for a yes/no question.
2. Rename the Group and Values: Assign meaningful names to the group and values.
3. Create the Conditional Rule: Set up the rule so that selecting "yes" will display the next field.

Step 4: Handle Complex Conditions

Example: Advanced Conditional Logic Setup

To set up a condition where a text box appears if any of three checkboxes are selected:

1. Add Checkboxes and Text Fields: Insert checkboxes and optional read-only text fields with default values.
2. Set Conditions for Text Fields: Make each text field conditional on its respective checkbox.
3. Create a Formula Field: Sum the values of the text fields. If the total is greater than zero, display the required field.

For more intricate scenarios, such as when a text box should only appear if any of several checkboxes are selected, additional steps are necessary.

For example, in the below screenshot, we want the text box to appear if any of the chekboxes are selected, but if no checkbox is selected, the text field should be hidden.

1. Add Checkboxes: Include a checkbox for each option that should display the text field.

Add checkboxes for each option

2. Add Hidden Text Fields: Place optional, read-only, white font text fields next to each checkbox. Insert a ‘1’ in each text field.

Place optional read-only white font text fields next to each checkbox

Give a meaningful name to each text field

3. Set hidden text fields as conditional: Create a conditional rule that will display each hidden text field to its corresponding checkbox. 

4. Use Formula Fields: Add a formula field to calculate the total sum of the hidden text fields. This formula should contain a statement. The statement can either be true or false. If the statement is true, the formula will return the value 1 and if the statement is false, the formula will return the value 0.

In the below example, our statemetn indicates that the total sum of all the hidden text fields is greater than 0.

Configure the formula to sum hidden text fields and make a statement.

Then, use the formula field as the trigger to show the conditional text field if the formula returns the value 1. In other words, if our statement is true, the conditional text field should show but if the statement isn’t true, then the text field should remain hidden.

Best Practices for Using Docusign Conditional Logic

Consistent Field Labeling

Immediately renaming field labels upon adding them to your document is crucial. This practice simplifies data extraction and management.

Assign Conditional Logic Rules

Ensure that conditional logic rules are only applied to fields assigned to the same recipient. A conditional rule can only include fields assigned to the same recipient.

Practical Tips for Implementing Conditional Logic

Rename Field Labels

Renaming your field labels immediately after adding them to your document is essential. Without clear labels, managing and understanding your data becomes challenging. It’s much easier to work with well-labeled fields when setting up conditional logic rules and when you need to extract data later.

Assign Conditional Rules to the Same Recipient

When setting up conditional logic, ensure that all fields involved are assigned to the same recipient. Conditional logic cannot force one signer to complete fields based on another signer's input. This means you need to carefully plan which signer will complete each part of your document and assign fields accordingly.

Use Conditional Logic for Data Automation

Conditional logic can also be used to automate data workflows. By ensuring that fields are dynamically displayed based on user input, you can streamline data entry and ensure that all necessary information is collected without redundant or irrelevant questions.

Advanced Formula Fields

In more complex forms, you might need to use formula fields to handle multiple conditions. Formula fields allow you to perform calculations or logical operations based on the values of other fields. For example, you can set up a formula field to sum the values of several checkboxes and display a text field if any of the checkboxes are selected.

Test Your Conditional Logic

After setting up conditional logic, it’s crucial to thoroughly test your document. Use the preview feature in Docusign to ensure that all conditional rules work as expected. This helps you identify any issues before sending the document to signers.

Conditional Logic for Complex Forms

In some cases, you might need to set up conditional logic for complex forms with multiple interdependent fields. This requires careful planning and testing to ensure that all conditions are correctly set up and that the form behaves as expected under different scenarios.

Conclusion

Docusign's conditional logic is a valuable tool for creating dynamic and error-free forms. By setting up trigger and conditional fields and defining simple and complex conditions, you can enhance data collection accuracy and streamline the form-filling process for users. Consistent labeling and effective use of formula fields further optimize this feature, making your document management more efficient and user-friendly. Implement these practices to fully leverage the potential of Docusign and improve your document workflows.

Take the next step in enhancing your document workflows. Contact us now to learn more or schedule a consultation to get started!