Conditional Form Fields

In some cases, you may only want a question to appear in a form if the candidate answers another question in a specific way. For example, if a candidate answers 'Yes' when asked if they require sponsorship for the role they are applying for, you may want to then ask further questions based on that response. Conditional form fields allow you to create this kind of branch logic and collate additional information only when it's needed.

Prerequisites:

You must have access to edit the forms the conditional form fields will be configured for (either as an Organization Admin or an Elevated Access user with additional permissions). More on this at Additional User Permissions.

Conditional form fields can be configured on all plans:

Foundations	Legacy Plus	Plus	Enterprise
✅	✅	✅	✅

Creating conditional form fields

Conditional form fields are available when configuring fields for the following forms and surveys:

Application FormsApplication Forms

Feedback Forms and InterviewsFeedback Forms

Candidate Experience SurveysCandidate Experience Surveys

Referrals and Referral LinksReferral Form

Sourcing FormsSourcing Forms

Forms for EventsEvents

QuestionnairesQuestionnaires

Quality of Hire SurveysQuality of Hire Surveys

Diversity SurveysDiversity Surveys

Advanced Scheduling Automation Add-OnScheduling Request Forms

Once you have added the field to your form, take the following steps to set it as conditional:

Click the eye icon to the bottom-right of the field

Determine your conditions

Click + Filter if the Advanced toggle is off or + Add Field to Match if the Advanced toggle is on

Setting a condition for a conditional form field using the Advanced field option

Select the form field that will trigger your conditional field

Selecting an application form field to use in the conditions for this form field

Location, rich text, education history and file field types are not supported for creating conditions.

Determine the answer that will trigger the conditional form field to show to the candidate

Setting the answer for a form field as part of your form field conditions

Select additional form fields and specify answers as needed

Click Save to confirm your conditions

Click Save Form Changes on your form to save the form updates

Once you have saved your conditions, the eye icon shows in purple for that field so you can easily identify conditional form fields when editing forms moving forward.

Editing conditional form fields

To edit your form field conditions, open the form that contains your conditional form field and click the eye icon on the field in question.

Remember to save any changes to both the form field and the form.

Removing conditions from a form field

To make a form field show for all form submissions, follow these steps to remove your conditions and the form fields conditional form status:

Open the form and click the eye icon on your conditional form field

Hover over the form field set as part of your conditions and click the trash can icon to the left of it.

If you set multiple conditions, remove all form fields in your conditions to revoke the conditional status.

Once you remove all conditions, a message confirms that the question always shows when no condition is set

Click Save

Click Save Form Changes

Setting conditional form field conditions using operators (optional)

While configuring your conditional form field rules, you'll see the operators And, Or, and Not. These provide further flexibility for assigning multiple form fields to your conditions.

The And Or and Not operators used for configuring criteria

And: This option adds an All are true condition to the rule, so you can set multiple conditions; as long as all of the conditions are met, the conditional form field is shown to the candidate.

So in this example, if the candidate answers 'Yes' to the question 'Will you now or in the future require sponsorship?' and then 'Other' to 'Please specify the visa', then Ashby presents this question to them.

If they select other answers, this form field doesn't show as part of the form.

The And operator for a conditional form field, showing as All are true

Or: This option adds an Any can be true condition to the rule. If any of the answers match any of the conditions set, Ashby displays the conditional form field to the candidate.

The Or operator on a conditional form field showing as Any can be true

Not: This option adds a The following is not true condition to the form. Candidates who do not meet the conditions specified in the rules see the conditional form field.

The Not operator or The following is not true on a conditional form field

You can also add these operators within one another for additional flexibility.

If you use the Not operator and want to add multiple conditions that the candidate needs to meet to see the conditional form field, you can select the And operator after setting up your first condition to add another.

Here in our example, you can see The following is not true first, followed by All are true. This means all of the questions below need to be answered with alternative answers to the ones specified for the conditional form field to show.

With the final question 'Please specify the visa', Any can be true determines that either of two answers to that specific question results in the conditional form field not showing for the candidate. The overriding Not operator will still be applied.