Event Form Rules: Adding Conditional Rules for the 25Live Event Form

In 25Live Pro, administrators can create rules to dynamically add content (such as custom attributes, follow-up questions, and resources) on the Event Form based on conditional rules. This functionality can make your Event Form configuration(s) more interactive, personalized, easier for users to complete, and more accurate for approvers and administrators. Event Form rule content can be triggered to appear via:

• Association with the Event Type chosen on the Event Form
• Logical rules based on various Event Form values after an Event Type is chosen, including:
  • Response to preceding custom attribute
  • Location
  • Primary Organization
  • Resource

The rules that administrators configure based on conditions apply for all security groups if the custom attributes section is included in the Event Form configuration associated with the security groups.

Watch An Introduction to Form Rules

Starting Out With Conditional Logic in 25Live Pro

Conditional logic is based on an if/then structure, “If this, then do that.” In 25Live, the “this” is a condition, and the “that” is the target action(s).

When defining conditional rules in 25Live, you will be outlining, “if the condition is true, then show the target.” For example:

• If Condition:
  • Primary Organization Equals “Fraternity”
• Then Target:
  • Display Custom Attribute “Will Students Attend”

This structure allows you to collect additional information from or associate resources for Event Form users if your conditions are true, helping you more efficiently organize and schedule event requests.

Best Practices for New Conditional Logic Rules

• Keep Your Rules Simple
  • Start out with simple one-step rules to ensure you don’t paint yourself into a logical corner
  • Beginning with simple rules can help you determine how useful any follow-up questions are for your institution's staff
• Add Conditions One at a Time Then Test Each
  • It’s easy to get into a tangle of too many conditions and then try to untangle which part isn’t working
  • Testing each condition as it’s added will help you avoid the tangle
  • Then, add an additional condition and test each combination
• Name Your Rules to Reflect the Logic
  • If you look at the dropdown list of Rule Settings and don’t know what each is, you’ll waste valuable time
  • Add clear, descriptive names to your rules that reflect which conditions are involved
• Organize and Write Out Your Conditions Ahead of Time
  • Before building a root rule for custom attributes in 25Live, you can write or draw out your logical condition(s) and which target attribute you want to appear
  • This practice may help you see faults or additions, avoiding the need to re-build or troubleshoot later

Review Best Practices Via Video

How to Create Conditional Event Form Rules

1. Identify All elements Needed and Check Your Logic

Before you begin, make sure you identify each source type (custom attribute, location, resource, or organization) you need to create both the condition(s) and the target for your new rule. You can create one or more new custom attributes in 25Live if needed. 

In addition, as advised above, it’s best to write and/or draw out your logical conditions ahead of time to have every step clear

2. Open Event Form Rule Settings in System Settings

Image: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live Pro as an administrator or user with permission to access System Settings (-1), open the More menu in the top navigation bar.

Image: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view.

Image: Tap or click on Event Form Settings to access the configuration settings.

Go to the Event Form Settings section.

Video Overview: Working With Event Form Rules

Before reading through the instructions, take a moment to watch a demonstration of working with event form rules.

3. Add New Root Rule

Image: The existing rules in are displayed in a table on the Rule Settings view.

In the Rule Settings view there is a list of existing rules to edit, or you can use the Add New Root Rule button to begin creating a new rule.

4. Name Your Rule, and Add Condition(s)

Animation: Complete the Name field and use the Operator and Add Condition options

Enter a descriptive Name for your rule. The name will not display to users.

Use the Add Condition button to open the fields for completing a condition. Choose the Source from:

• Custom Attribute
• Location
• Primary Organization
• Resource
• Security Group
• Event Type

Depending on the source chosen, the Operator or Attribute choices will adjust. Operator choice is important when adding additional conditions. 

You can then choose one or more items for your selected Source.

Available Operators for Conditions

25Live helps you limit the operators to only those appropriate for the condition source type.

Object Type	Equals	Contains	In (Includes)	<, >, <=, >=
Location
Resource
Primary Organization
Security Group
Event Type

Custom Attribute Type	Equals	Contains	In (Includes)	<, >, <=, >=
Date Time
Date
Time
Boolean
Organization
Space
Resource
Floating Point
Integer
Text
Long Text
URL

You can proceed to add additional conditions now, but you may want to first add a target and test before adding additional conditions.

5. Add Target(s)

Select the Target Type.

Target Type: Add Custom Attributes

You can set one or more custom attributes to appear on the Event Form with this target type. Use the Select Targets button to reveal a list of all attributes. Choose the attribute(s) you wish to display based on your condition. Use the Done button to save your choices.

Keep in mind that if an attribute is already shown on the form, it will not be added again (but it will be marked as required). Attributes can not be added to the form multiple times.

Target Type: Add Resources

Image: The Add Resources target type will automatically add resources based on location or other criteria.

This target type will automatically select one or more resources on the Event Form if the Resources section is showing on the form. Resource targets will not be added if the section isn't visible in the Event Form configuration.

When a condition is met, the resource will be added to the event for all occurrences, but the user will be able to manually edit occurrences and quantities. While the user can remove the auto-added resource(s), they will be added back dynamically if the rules are still met in the Event Form.

After choosing this Target Type, use the Select Targets button to search for resources, then check any you want to add. Use the Done button to save your choices.

If the user adds additional occurrences to their event, the resource(s) will be added to those occurrences as well. However, if the user removes resource(s) from occurrences, the resource(s) will function like any manually selected resource choice.

Target Type: Add Recommended Resources

Image: When using the Add Recommended Resources target type, you will display a pre-defined search of suggestions for the Event Form user.

When choosing this Target Type, the Event Form user will see one or more recommended resources when conditions are met, presented as a pre-defined search. You may choose to display these suggestions alongside other resources or to only display recommended resources (see Event Form Rules: Adding Conditional Rules for the 25Live Event Form).

Use the Select Targets button to search for resources, then check any you want to add. Click on the Done button to save your choices.

Target Type: Add Requirement

Image: Using the Add Requirement target type will display the requirements section whether or not the requirements section is in the active event configuration.

The Add Requirement Target Type adds based on your selected criteria. Any added requirement is displayed on the Event Form even if the requirements section is not included in the current user's event configuration. If the current configuration includes the requirements section, the user can check or uncheck the requirement. If the requirement section is not in the current user's event configuration, the user cannot remove the added requirement.

Target Type: Add Calendar Requirement

Image: Use the Add Calendar Requirement target type to choose from available calendars.

The Add Calendar Requirement Target Type adds to the Event Form based on selected calendars. This target type behaves similarly as the "Add Requirement" option, but is conveniently separated for publishing.

Target Type: Alert User

Image: The Alert User Target Type will show a dismissible alert box to the user.

Alert User will display a dismissible alert as soon as the criteria are met to trigger the rule. The message only displays once, whether the user dismisses the alert or changes a custom attribute value. Please note that this message is limited to 512 characters.

Animation: Both a user alert and a notification triggered by custom attribute choices on the Event Form.

Target Type: Notify User

Image: The Notify User Target Type will display a notification in the bottom corner of the application.

The Notify User option will display a notification in the lower-left of the application at the moment the criteria of the rule are met. The message will only display once even if the user toggles the trigger on/off.

6. Optionally Add Additional Conditions

Image: In this example, the target will display if either fraternity is chosen AND if the location includes one of the identified choices.

You can add multiple conditions for a single target or set of targets by using the Add Condition button. Then, set the outside Operator value following these guidelines:

• Use and if you need Condition A AND Condition B (and any additional) to all be met
• Use or if you only need one of Condition A OR Condition B to be met (and any additional)

You may also add one or more nested conditions using the Add Nested Condition button. This will add an additional layer of an outside operator and more buttons to add the nested conditions. You can add several layers of nested conditions, but use caution and test frequently.

See Example Conditions section below for more advanced nested condition examples.

7. Save Your Rule

Use the Save button to save your changes.

Buttons are also available to Add New Rule (without first saving your changes), Delete this rule, or Cancel creating or editing the rule (without first saving your changes).

Testing and Troubleshooting

No Custom Attributes Display

• Be sure an Event Type was chosen on the Event Form.
  • While target custom attributes don’t need to be tied to an event type in order to be displayed on the form, the user must still choose an Event Type first to start rules triggering.
• Is the custom attributes field included in the event form configuration for the user’s security group?
  • Check the Event Form configuration in System Settings.

No Resources Display

• Double check that all items were correctly chosen on the Event Form to meet conditions.
• Be sure the 25Live user has appropriate permissions for resources
• Check that the security group has the resource section in their form configuration

A Specific Target Attribute or Resource Is Not Displayed

• Double check that all items were correctly chosen on the Event Form to meet conditions.
  • Please note that Location Type Custom Attributes are not the same as Assigned Locations.
• Check the rule logic.
  • If you have added multiple conditions or nested conditions, be sure that the Event Form elements match the rule logic.
  • Additionally, be sure all conditions are met if an “and” operator is being used.
• Be sure the user's security group has rights to the resource

Example Conditions

Example 1: Two Conditions, Both Must Be True

• If Location in Arts 101, Art 102 AND Resource in Bongos
• Operator = AND
• Add Condition type = Location
• Add Condition type = Resource

Example 2: Two Conditions, One Must Be True

• If Custom Attribute 'Time' is greater than 11:00 pm OR Resource in Bongos
• Operator = OR
• Add Condition type = Custom Attribute
• Add Condition type = Resource

Example 3: Three Conditions, All Must Be True

• If Custom Attribute Date is greater than 1/1 AND Custom Attribute 'Payment Received' = Yes AND Custom Attribute 'Cancel If Bad Weather' = Yes

• Operator = AND

• Add Condition type = Custom Attribute
• Add Condition type = Custom Attribute
• Add Condition type = Custom Attribute

Example 4: Nested Condition

• If Custom Attribute 'Attendees' in "Students", "All" AND (Custom Attribute 'High Risk' = Yes OR Custom Attribute 'Entrance Fee Student' is greater than $25.00)
• Operator = AND
• Add Condition type = Custom Attribute
• Add Nested Condition
  • Operator = OR
  • Add Condition type = Custom Attribute
  • Add Condition type = Custom Attribute

Example 5: Three Conditions With Nesting

• Custom Attribute Date is greater than 10/1 OR Custom Attribute Date is less than 5/1 OR (Custom Attribute High Risk = Yes AND Location in 'Arts 101')
• Operator = OR
• Add Condition type = Custom Attribute
• Add Condition type = Custom Attribute
• Add Nested Condition
  • Operator = AND
  • Add Condition type = Custom Attribute
  • Add Condition type = Location

Example 6: Multiple Nested Conditions

• If location in 'Arts 101', 'Arts 102' AND (Custom Attribute 'Payment Received' = Yes OR (Custom Attribute 'Cancel If Bad Weather' = Yes AND Custom Attribute 'High Risk' = Yes)
• Operator = AND
• Add Condition type = Location
• Add Nested Condition
  • Operator = OR
  • Add Condition type = Custom Attribute
  • Add Nested Condition
    • Operator = AND
    • Add Condition type = Custom Attribute
    • Add Condition type = Custom Attribute