Logic Rules (Attendee Form)


Logic Rules (often referred to as "Form Logic™") are simple or complex rules that control the display and processing of registration forms.

Planners can use Logic Rules to create highly customized online registration forms based on the specific needs of their event registration process.

A logic rule always belongs to only one form, but a form may have many logic rules.

Play (icon) Videos: All Logic Rules videos

Using Logic Rules to:

Play (icon) Assign Attendee Types (2:54)

Play (icon) Display a Custom Question (3:06)

Play (icon) Send Email to a Third Party (4:22)

Play (icon) Hide the Additional Reg Button (4:32)

An Overview of Logic Rules

The basis of a Logic Rule is an action that will occur on a form IF a set of conditions is met. Although the "condition" can be to "always apply", it is usually at least one IF clause, often one or more clauses joined by  AND / OR  conjunctions.

The action can be thought of as a THEN clause after the conditions; that is, what happens after the conditions are met. For example:

IF {the attendee type} {equals} {Exhibitor} THEN {Display Questions} {Exhibitor-only Questions}

A Logic Rule can include many levels of conditional clauses, such as:

IF {email address} {does not end with} {"@certain.com"} AND {company} {contains} {"certain"} OR {position} {contains} {"certain"} THEN {Assign Attendee Type} {Certain Inc. Employee}

An infinite variety of combinations can be used to create forms as complex as needed in order to accurately collect the event's registration data online.

When an attendee modifies their information, Certain "undoes" any logic-based actions that resulted from the original answer. For example, if the registrant selects "Manufacturer" as their business type, and that answer results in a $30 registration fee, then if they change their business type to "Retail", the $30 fee will be removed. This "undo" action occurs on the verify/edit, payment, and confirmation pages of the registration form.

Note: Logic Rules are created here, but a logic section must be included in the online form setup in order for the logic to be processed in the form.

List of Logic Rules

The Logic Rules set up for the current form are listed here. This may be a multi-page list.

Click pencil icon edit in the Actions column to view or modify a rule.

Click [Copy] icon: overlapping pages copy in the Actions column to make an exact copy of a rule.

Click Add New to add a new logic rule.

Whichever you click, the Logic Rule Details page is displayed, with the Conditions and Actions sections in which you set up the logic rule, as described under List Rule Details below.

Labels for Form Sequence

Each logic rule, as described under List Rule Details below, must be assigned to a form Section on which it will be processed in the online form sequence (defined on Form > Setup).

A form may include up to 20 logic sections, and any number of rules may be processed on a single section.

Rather than use the default section labels of "Logic 1", "Logic 2", etc., you can define a custom Label and Description for each one. These are what you see when adding logic sections to the form,and setting their online sequence, on Form > Setup.

For example, you could rename "Logic 1" to "Assign Attendee Type & Display Error", making its purpose obvious. (That eliminates any need to toggle back from Form Setup to this Logic Rules section to remember what action the rules in a Logic section are performing.)

Logic Rule Details (Attendee Form)

List Rule Details

Conditions

Choose one of the two radio buttons:

If you select Display Questions as the inline action under Select Action, then the Question / Data Field list is restricted to
– standard profile questions with set answers (see example above)
– custom questions
– the Agenda Item Quantity for each agenda item
– question headers

So, for example, you could set the rule to display questions about golf only if the attendee has selected a golf agenda item.

    • Comparison Operator

The operator compares the contents of the data field with the option entered into the answer field to the right.

(See note below re using logic rules with identical conditions, including the operator.)

Operators include:

Operator

Use for

=

Equals

<>

Does not equal

>

Greater than (numeric values only)

<

Less than (numeric values only)

>=

Greater than or equal to (numeric values only)

<=

Less than or equal to (numeric values only)

begins with

String of characters at the beginning of the value

ends with

String of characters at the end of the value

contains

String of characters that appears anywhere within the value

does not begin with

String of characters that should not be found at the beginning of the value

does not end with

String of characters that should not be found at the end of the value

does not contain

String of characters that should not be found anywhere within the value

is one of

A list of items against which the value will be evaluated. The value must be found in the list for the condition to be met. Each item must be separated by a comma from the next, with no intervening space, as in: value 1,value 2,value 3.
Note: This operator is meant to be taken literally; the answer is one of the selected options—multiple answers will not work. (For instance, if you select "If question A is one of answers X, then...", and the attendee chooses X AND Y, the rule is evaluated as false, and the action is not triggered.)

is not one of

A list of items against which the value will be evaluated. The value cannot be in the list for the condition to be met. Each item must be separated by a comma from the next, with no intervening space, as in: "value 1,value 2,value 3".

is blank

No value has been entered

is not blank

Any value has been entered

    • Answer Value

In this unlabeled field to the right of the comparison operator, enter the value to be compared. (This field is not displayed if the operator is "is blank" or "is not blank").

    • Conjunction

If you want more than one condition, in this unlabeled drop-down list after the Answer Value, select AND or OR.

Another set of fields is displayed for you to select a question / data field, select an operator, and specify the answer value.

You can then repeat this process as many times as necessary.

Note: To combine AND   and  OR conjunctions in the same rule, use the " )AND(" and ")OR(" conjunctions.
For example:
IF ( Workshop A = Registered OR Workshop B = Registered )AND( Include Conference Proceedings Booklet= Yes ) THEN ...

Rules with Identical Conditions

Warning: Do not include two logic rules with identical conditions (using the same operator) on the same page. They would cancel each other out.

If the two rules were the same apart from the operator, then they would work as expected.

Example 1 (= conflict):

Logic Rule 1A

Display questions/agenda

If attendee type = Attendee

Logic Rule 1B

Assign Reg status

If attendee type = Attendee

Result: The two rules would cancel each other out if used on the same page (i.e. neither would be applied), because the conditions are identical ("If attendee type = Attendee").

Example 2 (= success):

Logic Rule 2A

Display questions/agenda

If attendee type = Attendee

Logic Rule 2B

Assign Reg status

If attendee type Contains Attendee

Result: The two rules would work as expected if used on the same page, because the conditions are different; the operator is = in one, and Contains in the other.

Tip: Using a different operator is usually the simplest way around the restriction. Just be sure that two rules on the same page never include identical conditions, even when one or both of the conditions include AND/OR conjunctions.

Actions

Action

Use for

Inline Actions

Display Questions

Use this action to "nest" questions, displaying questions based on the registrant's answers to earlier questions on the same page.

The "questions" available for selection include question headers for display purposes.

In most cases, the Conditions available when you have selected this action are restricted to selecting a Question / Data Field, and the ones available for selection are those that are enumerable; that is, their types must be Radio, Checkbox, Select, S elect Multiple, or numeric.

Note: If your Question/Data Field is a Standard Profile field (such as Country) with a set of known answers, then the Answer value displays that list for you to select from. This enables you to display a particular custom question only to registrants from a particular country or list of countries.

Best Practice Warning:
Only use a Display Question action for any given question once on a page.

If your logic includes such an action for the same question more than once on the same page, only the last potential occurrence will be displayed.

For example:

You have a data field where the value can be 1 or 2.

You have two Display Questions actions which use that field in their conditions:
a) If value = 1 then display Question 5.
b) If value = 2 then Display Question 5 and Question 6.

Result: Only the second action is processed. If value is 2 then Question 5 and Question 6 are displayed, but if value is 1 then neither question is displayed.

Caution: If you use Agenda Item Quantity in a condition for this action, then that agenda must be configured on the Agenda Section to be selected via "Quantity Input Type". The "Summary Group Input Type" option is not supported for Display Questions.

The Operators available for the selected Question / Data Field are restricted to = and <>.

Under 'Select Question(s) to Display', you can select:

Display Actions

Display Agenda Sections

Use this action to conditionally display a particular section of agenda items to a select set of attendees.

Display Attendee Types

You may display a customized list of attendee types in the attendee type section by using this action.

Display Promo Code

If you are using the "Registration Groups As Promo Codes" sub-module, you may choose to display a customized list of promo codes (from those set up on Plan > Promo Codes), from which registrants can select. The promo codes displayed for the registrant on the form will be restricted to those that are for that registrant's attendee type, so the logic action needs to occur after the attendee type has been selected or assigned.

Display Groups

If you are using the "Registration Groups" sub-module, and allowing attendees to select their own group (from those set up on Plan > Groups), you may choose to display a customized list of groups from which they can select. The groups displayed on the form for the registrant will be restricted to those that are for that registrant's attendee type, so the logic action needs to occur after the attendee type has been selected or assigned.

Display Rotations

If you are using the Appointment Rotations sub-module of the Appointments Module, you can use this action to conditionally display a list of appointment rotations (as set up in Appointments > Rotations).

Display Questions or Agenda Items

Use this action to conditionally display particular questions to the registrant. This is particularly useful if you wish to change the selections for specific attendee types but you want all attendee types to share the same form.

Display Custom HTML Sections

Use this action to display Custom HTML sections, which are useful for providing information to certain attendees.

Hide Actions

Do Not Display Attendee Types

You may wish to hide the attendee type section for some registrants based on a condition, such as whether or not a particular passcode or promotional code was entered.

Assign Actions

Assign Agenda Items

Use this option if you wish to automatically assign an agenda item such as a session breakout, meal, activity, or other option to a registrant based on some criteria, such as how a particular custom question is answered or which attendee type the registrant belongs to.

Auto-Cancellations: Agenda items assigned via logic are automatically canceled before completion of the registration if the registrant makes a modification that means the logic rule that assigned the agenda item now evaluates as false.

Assign Attendee Type

Use this option if you wish to automatically assign an attendee type to a registrant based on some criteria, such as how the registrant has answered a particular custom question.

Set Custom Registration Properties

Use this action to assign Custom Registration Properties to an attendee. ("Custom Reg" properties are set up for the event on Plan > Configure > Options > Custom Registration Properties.)

Assign Approval Status

If you are using the Qualification and Approvals module, you can use this option to automatically set the final approval status of a registration based on some criteria (such as their answers to particular custom questions), without their having to go through the external review process..

Assign Rotation

If you are using the Appointment Rotations sub-module, you can use this option to assign a rotation (from those set up on Engage > Appointments > Rotations)to a registration.

Assign Promo Code

If you are using the Registration Groups As Promo Codes sub-module, you can use this option to assign a promo code (from those set up on Plan > Promo Codes) to a registration.

Assign Group

If you are using the Registration Groups sub-module, you can use this option to assign a group (from those set up on Plan > Groups > Group List) to a registration.

Assign Question Response

Use this action to assign responses to custom questions. For example, set a value for a custom registration question depending on the registrant's answer to another question.

Assign Sessions

If you are using the Variable: UCModule is not defined in the project. module, you can use this action to assign sessions (from those set up on Manage > Speakers and Sessions > Sessions) to a registrant.
You select one or more from a list of all published, scheduled session instances.

Warning: Sessions are always published for specific attendee types. So if a logic rule tries to assign a session to an attendee of any other attendee type, the session will not be assigned.
(The same principle applies to sessions in a form's Sessions section, which lists only the sessions published for the registrant's attendee type.)

Therefore the attendee type must be assigned on the same or previous page of the form.

Best Practice Note: Don't use logic to assign sessions that include inventory. If the session were full, it wouldn't be assigned, but the registrant wouldn't see a warning.

Auto-Cancellations: Sessions assigned via logic are automatically canceled before completion of the registration if the registrant makes a modification that means the logic rule that assigned the session now evaluates as false.

(Note: When a form is copied, this action is copied with it. But when an event is copied, this action is not copied with the form, because sessions may not be copied.)

Assign Reg Status

Use this option if you wish to assign a registration status to a registrant based on a condition. Note that only standard registration statuses can be selected, not custom ones. (So if your account has the Show Default Statuses check box cleared in Account Settings > Implementation > Security, then you cannot use this action. However, it is very rare for an account administrator to clear that setting.)

Other Actions

Return Error Message

Displays an error message at the top of the current page and will continue to do so as long as the condition for the rule is true.

Use this action to prevent a registrant from completing the registration process for some reason.

Hide Addtl Reg Add

Used to restrict the number of additional registrants.

Clear Questions or Agenda Items

Clear action is performed if certain conditions are met. The Clear action deletes data from a field and replaces it with its default value (typically zero).

Send Email to Third Party

In order to keep travel agents, tour operators, hotel reservation staff, and other third parties associated with an event updated, Certain can be set to automatically:

  • Send an email to a selected third party if a condition is met.

  • Send an email to a selected third party only when specific data fields in a registration form have been modified.

You must select an email template from the drop-down list to the right of the Action menu. Since the logic rule can be set to send email to a third party when fields in the email template have been modified, you should include those fields in the email template.

Send Email to Registrant

Sends email to a registrant if the condition is met. You must select an email template from the drop-down list to the right of the Action menu. You select at least one of the three options:

  • Send email to Registrant Email, and/or

  • Send email to Assistant Email, and/or

  • Send email to Additional Email.

If you select "Send email to Registrant Email", two more options are added:

    • CC Assistant Email

    • CC Additional Email

The email will be sent to the selected recipient(s) if those email addresses exist on the registrant's profile record.
(Each one is checked/processed separately. So for example if the Registrant Email and Assistant Email are both selected, but only the Assistant Email field has a value on the registrant's record, then only one email is sent — to the Assistant Email address.
(Similarly, if you select Registrant Email and either "Send email to Assistant Email" or "CC Assistant Email", but the registrant's email address is blank, then no CC copies are sent because there is no email of which to send copies.)

Note 1: If you select both "Send email to Assistant Email" and "CC Assistant Email", then that address will receive two emails: one original to just them, plus a copy of the one sent to the registrant.

Note 2: Since the logic rule will likely send email to additional registrants, and you may have selected the Assistant and/or Additional Email  addresses, you should personalize the email template with appended data fields such as first name and last name.

The action selected usually results in an extra field for you to add an action item. For example, if you select the Display Attendee Types action then you see a multi-select list in which you Select Attendee Type(s) Display.

Note: The action helps to determine the correct position of a section in the online form setup.
The "display" actions are processed on the same page of the form as the logic section in which they are placed.
The "assign" actions are processed after the page in which they are placed is submitted.
The "return error" action is also processed after its page is submitted; however, if the logic rule evaluates to be true, then the form is returned to the current page (instead of proceeding to the next page, as occurs normally).

Best Practices When Working with Agenda Item and Session Fees, Discounts, and Tax

Percentage Fee and Discount calculations need to be in separate logic rules from Tax calculations. Charges may not be calculated correctly if both percentage calculations and tax are combined in the same logic rule.

Assign any Percentage Fee or Discount in a form via logic earlier in the form sequence than the Tax, using separate form sections (although using the sort order will also work within a section). The general rule is to add tax to a registration via form logic at the end of the last page before Verify.

Section Header (Display Action Only)

The instructions, header text, and page HTML are displayed at the top of the section containing any questions that result from the Display Questions or Agenda Items action option.

Using Package Logic

Package logic enables you to restrict attendees from selecting more items from Group A of agenda items than were selected in Group B of agenda items.

For example, if an online Registrant selects 1 Advisor Registration (RA) and 9 Member Registrations (RM), and then selects 3 tickets for Opening Session 1A (OS1), 2 for Opening Session 1B (OS2), and 6 for Opening Session 1C (OS3), the registration form should return an error message and not enable the registration to continue, because the sum total of Convention Registration items is 10 (1+9=10) and the sum total of Opening Session Tickets is 11 (2+3+6 = 11).

Note that in order to use package logic, you must have previously defined packages in the event. See Plan > Event Setup > Create and Edit Packages.

Once you have created packages, you can use logic to compare the sum of Package A to that of Package B. You can also use logic to compare the selected quantities of two agenda items. The following are listed in the logic condition drop-down list:

Example logic rule:

IF “Sum of Opening Session Tickets” “Data: >” “Sum of convention registrations” THEN “Return Error” “You have entered more Opening Session Tickets than Convention Registrations. Please review the quantities that you have entered. You must purchase the same number or more Convention Registration tickets than Opening Session Tickets.”

 


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