Conditions on Task Triggered Actions (Administrator)
A variety of actions can be set against a task to be 'triggered' when the task is ticked, such as producing documents, emails, Land Registry actions, and SMS messages.
However, there may be occasions where only want these triggers to be fired in specific circumstances. An example would be when sending transactional Law Society forms to the client on a sale and you only want the TA7 (Leasehold Information Form) to be generated if the matter is a leasehold matter. To achieve this Administrators can set 'conditions' against task triggers.
First navigate to the Options menu and the applicable matter type, then click on Tasks and select the task template with the triggers against which you want to set conditions. Click 'Edit Task' at the top of the window
In the Edit Task Template window, click on the 'Actions' button next to the Triggered actions section.
In the Triggered Actions window, if the trigger already exists then select it. You then click on Condition button on the top of the window or the Edit button and set the condition within the next window. If you wish to create a new trigger then first do so by clicking the Add button. You can also set a condition as part of that process with the next window.
Clicking on the former (the Condition button) produces the next window:
Whereas to set the condition directly within the Trigger edit window click on the Condition panel to the left:
Both areas function in exactly the same way.
In order to set a condition you must select a criteria/token to condition against (by clicking on the Token button) and then set what that condition is to be (by clicking on the Condition button, which is greyed out until a Token has been selected).
Once you click on the Token button you are presented with the usual Insert Token selector. For more help on tokens please ask for more guidance.
In this example we want to set a condition against the Joint Ownership Authority form as this should only be produced when there is more than 1 client (the token to use therefore is Job > Client > Client > Count). Once your token is selected, click 'Insert'.
Once the token is inserted, click on Condition
The vast majority of the time the pre-selection option next to the IF drop down will be the Value you want. Clicking on the drop down may reveal other options (which will be briefly described later). However, never select 'Name' as an option as this will not evaluate the token to produce a condition.
From here you can set the condition to be IF or IF NOT something is true. Those elements can be if something is or isn't empty, does or doesn't exactly match or partly match a criteria which you will set in a minute. The Is In option allows you to set a list of options to check against although this can get complicated and isn't usually necessary as the other options will cover almost all eventualities.
For our example we want the Joint Ownership Authority form to NOT be produced where the client count is 1 (and therefore WILL be produced if the client count is anything other than 1). Once you have set your criteria (If NOT and EQUALS) then a editable field will appear. Click on the three dots to set the specific check by entering it into the Value section. No action is required for the 'Field' section (leave it as the default).
Before criteria set
After criteria set. Click the three dots
Set value for criteria to check
Click OK out the various windows, Close on the Triggered Actions window, and Save on the Edit Task Template window
Your condition is now set. You can do the same against Attachments.
There are some types of tokens that give you different options to set the criteria against. These will be indicated by coloured squares next the token and typically with either be for Yes / No fields (i.e. tick boxes), Numeric fields, or Date / Time Fields.
Yes / No condition
Yes / No fields in Redbrick will have an extra token choice called 'Is Yes'. The token will be indicated by a cyan square next to it.
If you select an Is Yes token then you can simply set the condition to be true whether the value is Yes or No, i.e. if the tickbox has been ticked or has not been ticked. To do this you click on the value selection box and chose 'Value as Yes / No'
This will change the details options limiting you to only chose 'Equals' and giving you the option of selecting 'Yes' or 'No' in the value selection window.
The final result in the below example is a trigger now conditioned to only fire if the selection tick box in Redbrick has been ticked
Numeric Conditions
If the field selection is a numeric one you can choose additional options to evaluate the condition against. Please note this is specifically for numeric fields. A text field with a number typed into it will not have these options. Numeric fields are indicated by a purple square next the token.
Because the value is a number you can set numeric type criteria against your value, as below:
For example, for the selected Mortgage Advance field, you may have a high value mortgage advice letter and set this to only fire on the condition that the mortgage advance value is over £1m.
Date/Time Conditions
Date/Time tokens are indicated by a orange square next to the token. The screenshot below shows that 'Value' is the option to generally choose to condition against a Date/Time field
Again, the criteria selection box has changed giving you specific date time options.
A use case for this could be during a period of Stamp Duty change where you want to temporarily include a document trigger giving specific advice, but only for the month before and after the change date. You can set a between range to only fire the document during that timeframe.
There are also tokens that refer to Custom Lists (marked with a green square) but these are complicated and beyond the scope of this guide. If you believe you need to use such a token please contact your Business Consultant for advice.
You should now be able to add almost every kind of condition you would need against task triggers.
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