Conditional fields can be set up in the default profile template, and their visibility can then be overwritten in custom profile templates, as is currently the case with other options between default & custom profile templates.
Default profile template
A conditional field can be added within a subsection of the default profile template. When added, it will be visible in the fields list with a Conditional indicator that will show its conditions when users hover their cursor over the conditional word, as shown in the screenshots below:
List view:
When hovered:
For an HR Admin to create or edit a conditional field, the process is the same, with the Conditional option being available next to the Mandatory/Optional/Hidden options of the field.
When Conditional is selected, a new area is enabled for the HR Admin to define the rules a field follows, including its visibility & obligatoriness when those rules are satisfied and when not. HR Admins must add at least one condition to a field to make it conditional and define the field's option for obligatoriness.
Each rule can be defined based on other fields of type:
Boolean
Dropdown
Multiple dropdown
For boolean fields, the available operator is preselected to be “is” and the users will need to define the answer of the boolean field, which will enable the field to be between Yes or No.
For dropdown and multiple dropdown fields, the available operators are 4:
is: the value selected in the dropdown must be the selected value
is not: the value selected in the dropdown must not be the selected value
is in: the value selected in the dropdown must be any of the selected values
- is not in: the value selected in the dropdown must not be any of the selected values
Every condition is defined in the dependent field, and there can be more than one condition created for each field. When there are multiple conditions, all of them must be satisfied for a field to be shown according to the first option the HR admin has chosen.
Conditions cannot have “circular references”. If field C is defined based on field B, and field B is defined based on field A, then adding conditions to field A will prevent the user from using fields B or C.
Custom templates
Creation and editing of custom profile templates follow the same flow as adding a conditional option to fields that already have defined conditions in the default template.
HR Admins can override a field's visibility in a custom template, but not its conditions if the field is conditional.
For example, a field that is conditionally visible in the default template can be set to Hidden in a custom template, and for employees associated with the custom profile template, the field will never appear, even if its conditions are satisfied.
In the screenshot below, the Conditional option is shown only in fields that have conditions defined in the default template. In all other fields, it will not be available for selection.
Conditional fields in employee profiles
Viewing employee profile information
A conditional field will be visible in the employee profile if:
Its parent fields have current values that make the field visible.
It keeps history and has at least one historic value that is not empty.
Conditional fields follow the same formatting rules as normal profile fields, depending on the type of the conditional field. For example, in a profile where a conditional field is not visible due to a “No” answer, the profile will look like this:
If the value of the parent field is updated to “Yes” to satisfy the field conditions, the profile will be updated to look like this:
Conditional fields history
All conditional fields that keep history will be visible in the employee profile information app when there has been at least one entry for them in the past.
For example, in the below employee profile, the TSMEDE ID is not currently applicable due to the insurance carrier being IKA, but it has been applicable in the past, when the employee was subscribed as an engineer to TSMEDE:
Profile updates approval
When an employee edits a conditional field, it creates approval requests for the HR Admins, which they can process either as a set in the inbox item they receive or individually within the employee profile.