What is Conditional Logic in Approveit?

In this guide, we will walk you through the process of setting up conditional logic for approvals in your workflow automation software. By leveraging an automated management system, you can ensure that specific actions or steps are triggered only when predefined conditions are met, streamlining your approval process and reducing manual effort.

Conditional logic allows you to define custom rules that determine how approvals proceed based on:

• Field values (e.g., amount exceeds a certain threshold);

• Dropdown selections (e.g., department or priority level);

• A combination of multiple conditions for complex workflows.

By incorporating conditional logic into your automated approval workflows, you gain greater control, efficiency, and accuracy in managing requests. This ensures that approvals are routed to the right people at the right time, eliminating bottlenecks and improving overall process automation.

For those who prefer a more visual explanation, we’ve also provided a step-by-step video tutorial on how to configure conditions. Whether you’re managing approvers or defining default steps, this guide will help you optimize your workflow and ensure it runs efficiently based on the conditions you set. Let’s dive in!

Step-by-Step: Setting Conditional Rules for Approval Paths

In the Approvers section, you can set the condition for each step.

Turn the conditions on and specify them (Select the fields and their parameters to set conditions for triggering the step). You can create a single condition or multiple conditions for an approval step. When setting up multiple conditions, the step will be executed only if all conditions are met.

The default step is executed only if NONE of the conditions set up on previous steps are met. Setting up a default step is necessary for your workflow to always work correctly.

If you turn off the conditions altogether, then the step will be executed in all cases (conditional logic will not be applied).

💡Tips

In case you need a condition to trigger a sequence of steps, you need to:

• Add the first step with the condition

• Add the second step and copy the condition from the first one to it

  

You can create as many sequential steps as you need, just copy the condition from the same step to all of them. 

All steps with conditions will be marked with a dotted outline in the workflow visualization on the left.

Use Cases for Conditional Approvals in HR, Finance, and IT

Conditional logic can be applied to approval workflows in various departments to streamline decision-making and improve efficiency. By implementing an automated approval workflow with predefined rules, organizations can ensure that approvals are routed to the right stakeholders based on specific conditions.

Below are a few examples of how conditional logic for approvals can be used in Finance, HR, Marketing and IT to optimize processes and reduce manual work.

Finance Approval – Conditional Budget Thresholds

Logic: If the requested budget is below $5,000, only a manager’s approval is needed. If it is $5,000 or more, the request must also be approved by the Finance Director.

📌 Example:

• IF request amount ≤ $5,000, THEN approval required from Department Manager.

• IF request amount > $5,000, THEN approval required from Department Manager + Finance Director.

HR Approval – Conditional Hiring Process

Logic: If a candidate’s salary expectation is within the predefined budget, HR can proceed with an offer directly. If it exceeds the budget, additional approval from the CFO is required.

📌 Example:

• IF salary request ≤ approved budget, THEN HR can approve the offer.

• IF salary request > approved budget, THEN HR needs approval from the CFO before proceeding.

IT Approval – Conditional Software Access

Logic: If an employee requests access to standard tools (e.g., email, Slack, Google Drive), their manager’s approval is sufficient. However, if they request restricted or premium tools (e.g., AWS, Salesforce Admin access), additional approval from the Access Control Officer (or relevant IT security personnel) is required.

📌 Example:

• IF requested tool is in the standard list, THEN approval required from Manager.

• IF requested tool requires elevated access, THEN approval required from Manager + Access Control Officer.

Marketing Approval – Conditional LinkedIn Page Access

Logic: If an employee requests approval to post content on a LinkedIn page, the approval process is based on the ownership of the page. If the page belongs to a department or lower-level executive, the request requires approval from the marketing manager. However, if the page is linked to the CEO or another top executive, additional approval from the company president is required.

📌 Example:

• IF the LinkedIn page is associated with a department or lower-level executive, THEN approval required from Marketing Manager.

• IF the LinkedIn page is associated with the CEO or another top executive, THEN approval required from Marketing Manager + President.

To make your approval process even more flexible, you can take advantage of the Dynamic Field feature. This allows you to display certain fields in your forms only when a specific value is selected in another field. This dynamic behavior streamlines the user experience, ensuring that only the most relevant information is requested at the right time, based on previous selections.

By combining conditional logic and dynamic fields, you can create highly customizable workflows that adapt to your organization’s unique needs, reducing unnecessary steps and improving efficiency. This flexibility empowers you to design approval processes that are both intuitive and powerful, helping you stay agile as your business evolves.

If you have any additional questions, contact us right away. If you are new to Approveit, try it now for free!