Show сonditional document bot

Hide specific documents from recipients until they meet the conditions you've set with the Show conditional documentbot.

1.Go to the workflow you need or create one from scratch.

2.On the Documents and forms window, find the documents you want to make conditional, click the three dots menu,and select the Make conditional option.

This will hide the document from recipients. It will only be shown under certain conditions. Admins will still be able to see the document.

To make the document available to everyone again, click the three dots menu and select Make visible by default.

1.Add the bot depending on your needs as described in this article. You may install this bot using All bots section or add the bot to the specific step.

2.Use the search to look for the Show conditional document bot and click Install bot.

3. Select the hidden documents you want recipients to be able to access.

Configure the bot execution conditions. Conditions are simple “if-this-then-that” rules that define when the bot will run. Conditions can be set based on document field information, recipient data, a date, document data, and the number of fields. Learn more about bot conditions usage in this article.

This section lets you decide what to do with a revision if the bot fails. Learn more about adjusting Advanced settings in this article.

For some complex cases, it’s important to understand how conditional documents are made available to recipients, and how the data from them is processed.

Case 1

Let’s say you have a workflow with two documents in it, and the second one is conditional (1). If a user satisfies the conditions that open the second doc and starts completing it, the data in this document is saved (2), even if the user comes back to the first document and makes changes that disable their access to the second document (3).

Case 2

Let’s say you have a workflow that has three documents, with the second and the third ones being sequentially conditional, i.e. the second document is shown only if conditions are met in the first one, and the third document is shown only if conditions are met in the second one (1).

Once a user satisfies the conditions that open the second doc and starts completing it (2), they may consequently satisfy the conditions that open the third document (3). In this case, if they go back to the first document and change any data that will hide the second document, the third document stays available and will not become hidden (4).

To avoid this, it’s best to set up conditions for the third document to include both the first and the second document.

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