Set Up or Edit Conditional Routing

To set up conditional routing for a recipient, you define a routing rule set. Each envelope has one rule set based on one or more recipient fields. The recipient's actions on these fields determine the routing.

After setting up conditional routing, you can edit the routing rules before sending or when correcting the envelope.

Note: Each envelope with conditional recipients can have up to 200 routing rules, and each rule can include up to 20 criteria.

This task explains how to set up a simple routing example using a single formula field. The envelope includes one regular signer and a conditional group with two possible recipients. The routing rules decide which recipient is chosen.

1. From your draft envelope or template with a conditional recipient, continue to the Add Fields view.
2. Add fields for your regular recipient, including the fields you will use to define your conditional routing (text, radio, checkbox, dropdown, or formula).
3. Select the conditional routing group name from the Recipients list and add fields as needed. These are the fields that will be assigned to whichever conditional recipient receives the envelope to sign.
4. Select the recipient field to use for conditional routing and, in the properties panel, expand the Rules section property and select OPEN RULES.

   

   You can also select the Rules icon in the banner above your document to open the routing rules.

5. To add your first rule, select ADD RULE.The rules panel shows the new rule with the selected field listed.

   

   Important: Two rules must be added for conditional routing to work correctly. Add rules for both scenarios: when a field has a value and when it does not. An empty field for Recipient A will cause the envelope to fail instead of routing to Recipient B.

6. Define the rule criteria to route the envelope based on the selected field's value.
   • Text fields: set a rule based on whether the field has any value, no value, or a specific value.
   • Text fields with number validation: specify numeric evaluations, such as Less Than or Equal To.
   • Formula fields: specify numeric evaluations, such as Less Than or Equal To.
   • Dropdowns: set a rule based on the selection of a list option.
   • Radio buttons: set a rule for the group based on which button is selected.
   • Checkbox groups: set rules on individual checkboxes in the group and specify whether they are selected or not.
7. (Optional) To define multiple criteria for a rule, select a field to use and select the +. All criteria must be met to route to the selected conditional recipient.Example: This rule requires that the Formula field is less than 1000 and the checkbox is selected to route to the specified conditional recipient.

   

8. Specify the conditional recipient in the ROUTE TO recipient list. The list shows all routing groups and group members defined for the envelope.

   Example: This rule specifies that if the formula field is less than 1000, the envelope is routed to Joshua Banks.

   

9. To add more rules to the rule set, first select the field to use for the rule, select ADD RULE, and complete the rule details.

   Example: These two rules together ensure that the envelope is routed to the standard approver (Joshua) if the total is less than 1000, and to the exception approver (Pooja) if the total is more than 1000.

   

10. Select DONE to close the routing rule set.
11. Finish preparing your documents and select SEND to send your envelope, or SAVE AND CLOSE to save your template.