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Conditional Logic: Automate Your Audit Workflows

Last updated on Oct 15, 2026

Overview

Conditional Logic automatically triggers actions based on audit responses, making your inspections more thorough and consistent. Set rules once, and let Audit Now handle follow-ups, evidence requests, and notifications automatically.

Common Use Cases:

  • Require action plans for failed items
  • Request photo evidence when issues are found
  • Send alerts when values exceed safety limits
  • Show follow-up questions based on responses

1. How Conditional Logic Works

Conditional Logic evaluates responses and automatically activates specific rules.

Each Conditional Logic rule consists of two core components:

Trigger Condition

Determines when a response will trigger the rule.

For example:

  • If response status is Failed
  • If the entered value exceeds the defined limit

Action

Defines the operation that will be automatically applied by the system when the condition is met.

For example:

  • Require action plan creation
  • Request photo or video
  • Send notification
  • Show additional questions

With this structure, necessary actions are automatically triggered during the audit without requiring manual intervention from the user.

2. Setting Up Conditional Logic

Where to Add Rules

  1. Click the Edit button from the Checklists tab to open your checklist
  2. Select the question you want to add logic to
  3. Click Add Rule below the question
  4. Define your condition and action

💡 Tip: You can add multiple rules to a single question.

3. Condition Types

Conditions are triggered based on the response given by the auditor.

3.1. Response Status Conditions

The following response statuses can be used as conditions:

  • Pass
  • Fail
  • Warning
  • Not Applicable

Example usage:

  • If response status is Fail → require action plan
  • If response status is Warning → require comment

3.2. Numeric Value Conditions

For numeric question types, conditions can be defined based on the value entered by the user.

Supported comparisons:

  • Is
  • Is not
  • Is greater than
  • Is less than
  • Is empty
  • Is not empty

Example usage:

  • If temperature value is less than 28 degrees → send notification
  • If entered value is empty → request comment

4. Action Types

When a condition is met, the system automatically applies the following actions.

4.1. Require Action

Forces auditors to create a corrective action before completing the audit.

When to use:

  • Failed safety checks
  • Quality violations
  • Non-compliance findings

✅ Audit cannot be completed until action is created

4.2. Require Evidence

Makes photo or video documentation mandatory.

When to use:

  • Damage documentation
  • Before/after comparisons
  • Proof of cleaning or maintenance

✅ Audit cannot be completed until media is attached

4.3. Require Comment

Forces auditors to add explanatory notes.

When to use:

  • Unusual findings
  • Warning conditions
  • Context-dependent results

✅ Audit cannot be completed until comment is added

4.4. Send Notification

Sends instant push notifications and/or emails to specified users or user groups.

This action is typically used for:

  • Critical violations
  • Situations requiring urgent intervention
  • Management notifications

4.5. Ask Question (Conditional Visibility)

Reveals additional questions based on responses, creating dynamic audit flows.

When to use:

  • Follow-up investigations
  • Conditional inspections
  • Progressive disclosure workflows

Example: If "Equipment malfunction" is selected → Show detailed troubleshooting questions

5. Review Before Completion

When mandatory requirements aren't met, auditors see the Review screen:

Required Items Incomplete

  • Shows count of missing requirements
  • Lists specific items needing attention
  • Mandatory Fields Missing button navigates to incomplete sections

Audit cannot be submitted until all required fields are completed.

6. Web and Mobile Behaviors

Mobile App

  • Conditional Logic rules are applied instantly during audits
  • Action, evidence, or comment requirements are clearly displayed to the user
  • Audit cannot be completed until missing items are addressed

Web Dashboard

  • Conditional Logic rules are managed centrally
  • Audit results are analyzed in detail
  • Standard audit templates can be created

7. Tips

  • Always define action or evidence requirements for critical questions
  • Use limit-based conditions for numeric questions
  • You can create multiple Conditional Logic rules for the same question
  • It's recommended to conduct a test audit before publishing your rules