Setting conditions for cases and document analysis

Conditions let you control what happens in a process based on the data in it. In Case Manager, you use them to decide when a task is available, visible, or editable, and when a case can move to another state. In Document Analyzer, you use them to decide when a document is required and to validate the data extracted from it.

This article explains how to build conditions in the condition builder used in these two areas, including the operators for multiple-answer Attributes, dates, and text.

Note

For conditions in Workflows and other Collaboration Room builders, see Setting conditions in Workflows.

Set a condition

1. For the first field, select the field type.
   In Case Manager, the choices are Attribute or system value (types of system values available are: User, Team, System value (general values), and Role). In Document Analyzer, only Attribute is available.
   

2. Click into the field and select a specific Attribute or system value.
   

3. Select an operator.
   The operators you see depend on the type of field.
   

4. For the last field, select a field type.
   

5. Enter or select the value to which to compare.
   

6. Click Save.

For example: include_dependents (Boolean Attribute) equal to true.

Combine multiple clauses

• Click + next to a clause to add another one below it and click − to remove a clause.

• Between clauses, use the And/Or selector on the left to choose how they combine: And (all must be true) or Or (at least one must be true).

• To evaluate some clauses together, select the check boxes next to them and click Group selected clauses. The grouped clauses are indented, with a line on their left, and have their own And/Or selector.

Conditions on groups of options

Some Attributes offer a group of options such as checkbox, dropdown, and complex Attributes. For each of these, you can evaluate the group as a whole.

1. In the field picker, select the group, then click Use group.
   

2. Select an operator:

   • has selection or has no selection(s): checks whether anything is selected. This works for checkbox groups and dropdowns.

   • has exactly, has at least, or has at most: counts the selected options against a number you enter. This works for checkbox groups only.
     

Examples

• A Cross-sell conversation task is visible only when the checkbox group products_held has at most 2.

• An Account setup task is enabled only when the dropdown account_type has selection.

To check for specific options instead, select the group's name or id and choose an operator such as includes any of.

For a complex Attribute, use is empty or is not empty.

Conditions on a date range

To check whether a date falls within a range of another date, use within.

1. Select a date Attribute.
   In Case Manager, you can also select the system value Current Date, which is checked each time the condition is evaluated.

2. Select within.

3. Click the range box and set the Amount, the Unit (days, weeks, months, or years), and the Direction (before or after).
   

4. Next to the value box, select what to compare against: Date, System value, or Attribute. Then select the date.
   

For example, Current Date within 30 days before ID expiry date is met when the ID expires within the next 30 days.

Conditions on approximate text

To match text approximately, use similar to.

1. Select a text Attribute.

2. Select similar to.

3. Enter the value to compare against.

4. Under At least, select the minimum similarity: 50%, 60%, 70%, 80%, 90%, or 95%.

   
   The condition is met when the two texts are at least that similar.

Examples of conditions

The following are examples of how conditions might be used.

In Case Manager

• Hide a review until the case is complex: in a lending process, a Supervisor review task is Hidden until Escalation reasons has at least 2 selections.

• Start only when the checks are done: in an account opening process, the transition to In progress is shown only when Required checks includes all of identity, address, and sanctions.

• Prompt an early review: in a mortgage process, a Review ID task is visible when Current Date is within 30 days before ID expiry date.

• Allow for spelling differences: in a lending process, the Verified transition is available only when Name on ID is similar to Account holder name, at least 90%.

In Document Analyzer

• Require a document only when needed: require a tax return only when Employment status is equal to Self-employed.

• Check that a document hasn't expired: a validation rule compares the document's expiry date with Current Date (UTC).