Multiple Visibility Conditions on Tasks and Task Categories (Administrator)

If you want certain tasks or task categories to only be visible in the Progress screen in specific circumstances, you can set visibility conditions against them. One example would be to have all mortgage based tasks only be visible if the user ticks on a matter that there is a lender involved. In version 28 and above of Redbrick you can set more than condition.

Conditions typically use tokens to check against data points and see if the test passes (to make the task visible) or fails (to keep them hidden). 

Where to find the visibility options

You can either set visibility against individual tasks, or against whole categories.

Task Category visibility conditions can be set by navigating to the Options menu, opening the options for your desired matter type, and clicking on Task Categories. Highlight the Task Category you want to set conditions against and click Edit at the top (or double click on the category). 

For individual tasks navigate to the Options menu, open the matter type the task is in, click Tasks, navigate to the category the task is in, then select the task and click edit (or double click) as before.  

This will pop up the Edit Task Template window

How to set a visibility option

As you build your query you will see a Preview which evaluates what the result will be. This will apply the conditions you are setting to whatever matter you are currently in within Redbrick. Therefore for troubleshooting it is advisable to have a matter open that is the same matter type as the task / task category you are working on.  In the examples below I am in a Purchase file and am setting visibility conditions against Purchase tasks etc.

Click on the Insert button to see the list of types of conditions you can set, and to select tokens to check against.

The list to chose from is quite extensive but the most common one you will use is the If condition, which return a true or false result (explained in more detail shortly). Other common conditions are the AND (which requires both checks to be true), the OR (which requires one or the other check to be true), and IsEmpty (which returns true if the chosen token has nothing in it).

The below example is standard IF check. Clicking on the IF will insert a template for you to fill in.

IF template

Insert your token to check against into the Text part.

N.B. .To insert a token click the ‘insert’ button, then navigate to the bottom of the options to select ‘Token’ which will open the usual token selection menu. For more information on this search for help on tokens or creating documents.

The Operator is how to perform the check (for example, = for a match, > for greater than, < for less than etc.) The CompareTo is what you want the check to be. Finally, you need to set a 1 or 0 against the True or False result, where 1 will make the task visible and 0 will keep it hidden.

Example IF check

The Text has been replaced with our token which is the Introducer name. The Operator has been set to =. The CompareTo has been set to ‘Connells’, and the True and False set to 1 and 0 respectively. Therefore this condition is checking to see if the introducer is Connells. If so, the result is true / 1 then the task is visible. If not the result is false / 0 then the task is hidden. You will see the Preview underneath runs the the check against the matter you are in. You can therefore run testing by (in this example) setting Connells as the Introducer against your matter and navigating back to the visibility settings, which should now have changed to 1 as true.

There are many other options available. Speak to your Business Consultant if you want a demonstration of how other formats function. However, selecting a function will insert the required template as it did for the IF here.

How to set multiple visibility conditions

In order to make use of using Multiple Conditions you will need to combine these various functions.

Below is an example of when you want TWO things to be true using the AND function. First, click Insert and select AND to insert the template.

You will need to enter your checks in place of Value1 and Value2. You can do this by inserting IF queries into each one, although it is advisable to create the IFs first then copy and paste them into the AND structure. We’ll work through an example, below.

Please note, the template IF will require an amendment to work in this format. The IF should be modified to remove the [TrueResult] and [FalseResult] part. The reason is that those parts exist to return a result different to the token checked against (i.e. a 1 or a 0). Instead we want the IF to simply check if a condition is true.

The below example is an IF that is checking if the Introducer is Connells. If it is, it will return True / Visible. If not, it will return False. This matter does have Connells as the Introducer and thus the Preview check returns as True.

Our second check may be that we only want the task to be visible if the matter is Leasehold.

Having copied and pasted these two IFs into notepad for later, I can now insert them into the AND format as below. You will see that in the current matter as the Introducer is Connells and the matter is Leasehold both checks have passed as True and thus the task would be visible.

If I change the ‘Leasehold’ check to check against ‘Freehold;’ instead, you will see that the preview now changes to False, and thus the task would be hidden as both conditions are not met.

The same logic applies to using the OR function insofar as you would create your two IFs and put them in place of the Value1 and Value2 placeholders. For an OR the result would be true/visible if either the conditions are met.

Checking against more than two conditions

There is no function that checks for more than two conditions. Therefore you will need to ‘stack’ a sequence of IF checks if you want three or more conditions.

In order to stack an IF you need to place a further IF check into the [TrueResult] placeholder. This means that if the preceeding IF check passes the check will then move on to evaluate the next IF and so on for however many time you do that. A ‘0’ will need to be inserted into every [FalseResult] so that if a check fails the task remains invisible.

Let’s build a stacked IF together.

Here is our first IF which checks if the Introducer is Connells

As we haven’t put anything in the [TrueResult] or [FalseResult] placeholders yet the Preview is returning the placeholder itself. Ordinarily we’d put a 1 for True and 0 for false here. However, what we need to do is insert a second IF in place of the True placeholder. Then insert your checks over the placeholders of the second IF as before.

This check will now pass through first if the matter is Connells, and then check that the Title Type is Leasehold. You will see that the Preview again now returns the True result. For a third check we will repeat the process by replacing the second IF’s [TrueResult] placeholder.

The third check in this example is evaluating if the matter was created after (or ‘is greater than’) the date of 20/10/2025. To finish off the checks, lets now insert a 1 in the third IFs [TrueResult] placeholder and insert 0s in all the [FalseResult] ones.

You will note that the Preview has now changed to the False result (which we just set to 0) as the matter in this example was created before 20/10/2025. The task would therefore be hidden as it has not passed all the stacked IF checks. To satisfy ourselves that the stacked IF are working, you can see that if we change the last IF to check if the matter was greater before 20/10/2025 (i.e. ‘is less than’) then the Preview once again shows the result as True / 1 / visible.

When using multiple condition checks in this matter is always advisable to a) check each IF individually to ensure they returning expected results and b) to re-check the Preview every time you stack in one of your IFs so that you can follow through the sequence passing or failing each part correctly.

This is a very powerful tool that can be used in a large variety of different ways so if you require any assistance setting up multi condition visibilities please contact your Redbrick BC for assistance.

If you found this article useful, please "Like" it using the thumb below, it really helps us to know which articles are the most useful to you!

• Related Articles

• 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 ...

• Schedule Tasks n Days Before Another Task (Administrator)

  When you create a task you are able to specify where this task sits within your list on the Progress Screen. Although the default option is to do this by setting the Target Date for the task as being a number of days after a different task, you can ...

• Resetting Tasks

  Whenever you open a new matter in Redbrick the tasks are created by populating from the Task Templates. If an administrator makes any changes to the existing task templates after a matter is created then these will be immediately reflected in the ...

• Useful Conditions for Task Visibility

  Below are some example visibility conditions you can use against tasks. These are entered in the Visible When part of a task Task is Visible when Client is a Company (Change to No at the end if you want the Task to only be visible if the client is ...

• Adding Other Party Types (Administrator)

  When writing to parties in Redbrick the templates are organised by party type. This allows you to generate letters or email pre-populated with the data you have inputted against that party as associated with the file (ask about adding and editing ...