AI checklist conditions

1. Introduction

This update adds Conditions support for the AI checklist field. Conditions now evaluate for AI fields and, as a result, you can configure specific behaviours for your AI checklist field. This includes all three condition types - Show until condition met, Hidden until condition met, and Disable until condition met.

What’s not supported in this release:

Inside the AI checklist field conditions, the Mandatory until condition met field is not supported. Additionally, it’s important to note that for any other checklist field, you cannot use an AI checklist field as a Condition. This is because the AI checklist field is a button, and there is no field value to evaluate for qualifiers.

2. How the update looks on the platform

1. Start by navigating to the Manage view section → Open any process with an AI checklist field.

2. Open the AI checklist field → Settings → Conditions.

3. You will see three types of Default states. You can choose any one:

   • Show until condition met

   • Hidden until condition met

   • Disable until condition met

4. Click + Add New Condition, then configure the sections below:

   • Condition: In this field, you can select which metadata or checklist field you want your condition to evaluate on.

     You can choose one of the metadata fields, such as Owner, Due date, Status, or User (Current user). Alternatively, you can pick one of the checklist fields of that process.

     Note that the AI checklist field will not appear in this dropdown, as conditions based on the AI field cannot be created. The same is true for the following checklist fields: PDF, Revision, Section, and Subsection.

   • Qualifier: Qualifiers help you select what state you want your condition field to be in for your condition to evaluate. For example, you can select when your condition field is filled, then you want the behaviour that you will select in the next step to evaluate.

     Note: If your qualifier is not met, your condition will simply stay in the Default states.

   • Behavior: Select the behaviour you want your field to apply if the condition is fulfilled. You can choose from the three options below:

     • Hide field

     • Disable/Lock field

     • Show field.

5. (Optional) If required, you can combine multiple conditions by using the “+ Add condition (AND)”. This functionality will evaluate as an AND condition, meaning that you can add multiple conditions to be true together for your chosen behaviour to evaluate as true.

6. (Optional) You can also use an OR condition in the AI checklist field. This means that you can add multiple conditions, and the system will first evaluate the 1st condition, if it’s not true, then move on to the next condition. If any one of the conditions is met, the system will evaluate the chosen behaviour.

   Note that the system always evaluates the 1st condition initially; if the qualifier in the 1st condition is met, the chosen behaviour will evaluate. Only when the 1st condition is not met, the system will move on to the next condition.

7. Once you have configured your conditions, you can click on the “Update Field Settings” button followed by the “Save & Exit” button.

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3. Condition and Qualifier guide

3.1 Metadata fields

Condition	Qualifier	Values (if applicable)	How the behaviour will evaluate
Owner	is any of	Specific users	True when the Owner matches any selected user you added in the Values field.
Owner	is part of	Specific groups	True when the Owner belongs to any selected group.
Owner	is empty	—	True when the Owner field has no user assigned.
Owner	is filled	—	True when the Owner field has a user assigned.
Due Date	is empty	—	True when the Due Date field has no value.
Due Date	is filled	—	True when a Due Date is present.
Due Date	is overdue	—	True when Due Date is past the current date/time.
Status	is any of	Status category (COMPLETED, PENDING)	True when the record’s Status matches any selected status.
Status	is none of	Status category	True when the record’s Status matches none of the selected statuses.
User (Current user)	is any of	Specific users	True when the logged-in user matches any selected user.
User (Current user)	is of role	Admin, External User, Org Member, Read Only, Vendor	True when the logged-in user’s role matches any chosen role.
User (Current user)	is not of role	Admin, External User, Org Member, Read Only, Vendor	True when the logged-in user’s role matches none of the chosen roles.
User (Current user)	is part of	Your org Groups	True when the logged-in user belongs to any selected group.
User (Current user)	is creator	—	True when the logged-in user is the record creator.
User (Current user)	is owner	—	True when the logged-in user is the record owner.

3.2 Checklist fields

Condition	Qualifier	Values (If Applicable)	How It Evaluates
Approval Field	is empty	—	True when no approval response exists.
Approval Field	is approved	—	True when the approval state is Approved.
Linked Record Field	is any of	List of records of the linked process	True when the Linked Record checklist field contains any selected record.
Linked Record Field	is none of	List of records of the linked process	True when the Linked Record checklist field contains none of the selected records.
Linked Record Field	is filled	—	True when the Linked Record checklist field is attached in the record.
Linked Record Field	is empty	—	True when the Linked Record checklist field is empty in the record.
Number Field	is greater than	Numeric value	True when the field value is > given number.
Number Field	is less than	Numeric value	True when the field value is < given number.
Number Field	is equal to	Numeric value	True when field value exactly matches the given number.
Number Field	is filled	—	True when a numeric value is present.
Number Field	is empty	—	True when the number field has no value.
Picklist Field	is any of	Picklist options of the current process	True when selected picklist value is one of the chosen options.
Picklist Field	is none of	Picklist options of the current process	True when the picklist value matches none of the selected options.
Picklist Field	is filled	—	True when a picklist selection exists.
Picklist Field	is empty	—	True when no picklist option is selected.
User Field	is filled	—	True when User field has a user selected.
User Field	is empty	—	True when User field has no selected user.
User Field	is current user	—	True when the selected user matches the logged-in user.
User Field	is any of	Specific users	True when the selected user is in the specified list.
User Field	is none of	Specific users	True when the selected user is not in the specified list.
File Upload Form Text Rich Text Date	is filled	—	True when the field contains data (file uploaded, text entered, date selected, etc.).
File Upload Form Text Rich Text Date	is empty	—	True when the field contains no data.

4. Logic guide for condition pairings

Default state	Before condition is met	When condition is met (Behavior)	Avoid
Show until condition met	AI checklist field is shown.	Apply selected Behavior: a. Hide field (it disappears) b. Disable/Lock field (remains visible but locked).	Show field (no visible change as the Default state and behaviour is same.)
Hidden until condition met	AI checklist field is hidden	Apply selected Behavior: a. Show field (becomes visible) b. Disable/Lock field (visible but locked)	Hide field (redundant as the Default state and behaviour is same)
Disable until condition met	AI checklist field is disabled/locked	Apply selected Behavior: a. Show field (enabled) b. Hide field (removed)	Disable/Lock field (redundant)

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4. Before vs After

The AI checklist field conditions did not exist earlier as a functionality. This release adds conditions as part of the AI checklist field.

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5. Feature Limitations

1. The AI checklist field supports only three behavior categories - Show until condition met, Hidden until condition met, and Disable until condition met. The Default State “Mandatory until condition met” is not available for the AI checklist field.

2. Specific field types are excluded from being used in the Condition selector when configuring AI conditions. The following field types cannot be selected as inputs for conditional evaluation:

   • AI Field

   • PDF Field

   • Approval Field

   • Revision Field

   • Section

   • Subsection