💡 In this guide:
What are Dependent Fields?
Dependent Fields in Atlas Play allow you to drive a particular order of data within tasks. A Dependent Field is enabled after a value is entered in a previous field it depends on, and it can be applied to all Input Fields including Dropdown Option Lists.
When using Dependent Fields, additional input fields will be available to users once they have completed previous fields.
Example: in a manufacturing task where defects need to be detected, if a defect is recorded, then users will be able add more details on the defect.
How to use Dependent Fields
When mapping a process with a user task selected, you can add Dependent Fields in any sections within the task you are dealing with. It's important to note that Dependent Fields only work in each individual task, as the fields can't be carried to another task in the same process.
The first Input Field added will not have the option to use Dependent Fields, being the only one added, but any other Input Fields added afterwards will have the Depends On option. Once you assign a Dependent Field, you can't delete the field with the connected dependency unless you remove it.
Within the section, in your Text Input Field, you will see a dropdown field: 'Depends On'
By clicking on the arrow, the dropdown will display the available Input Fields on which the current field can depend on.
Once you have selected the parent for the Dependent Field, you will be able to see the Input Field within the section. As mentioned above, when a Dependent Field has been assigned, the connected field can't be deleted unless the connection is removed.
How Dependent Fields work in Running Tasks
Once you have set up all Dependent Fields in Map, it's time to see them in action from Run.
Within your task, only the first field will be active. All other Dependent Fields will be activated only after the first one has been completed, in a clean and structured data hierarchy.
When completing a task, if content is deleted from a previous field, the subsequent fields will be disabled and their data will be removed until they are filled in again in the established order.
A few considerations
Something to consider on a mapping level is whether fields are required or not, as a Dependent Field that is required would prevent the process to be completed and therefore create an error.
Furthermore, when setting up Dependent Fields be careful to select the field that this field Depends On, from fields that will already have a value when this field needs to be entered. It is also worth checking the Dependent Field relationships for the whole task work together.
You need to avoid accidentally setting up a circular dependency relationship, where no field can be filled in. For example in a task with 3 fields: A, B and C, if B depends on A and C depends on B, the task will work. If however you accidentally also configure A to depend on C, no field entries will be allowed on the task when you run it.
Dependent Fields Scenarios
1. Defects in Manufacturing
This is an example of how Dependent Fields could be used in a real life manufacturing scenario.
On a task where users need to select whether they have detected a defect or not, we can use Dependent Fields to determine a set of fields needed to fill only if a defect is recorded. This will be useful because it will make it clearer which fields need to be filled in if a defect was selected
With Dependent Fields available, if the inspection result is mapped as optional, and it is set up to have to be entered if a defect is found, defect entry fields can be mapped as Dependent Fields on the defect selection. Users would therefore only see them needing to be filled if a defect is recorded.
2. Checklist in a Pre-Boarding HR Process
This is an example of how Dependent Fields could be used in a real life HR scenario to onboard new people in the company. The checklist approach could be applied to any sector and industry.
On a task where users need to confirm a set of actions have been carried out in the right order, we can use Dependent Fields to make successive fields only available when the earlier field is been completed. This will be useful because it ensures users carry out the checklist in the configured order and no steps are missed.
In this scenario, the HR manager pre-boarding a new person in the company could be presented with a checklist enabled in the following order:
Create personnel card in the HR software
Complete account creation request
Assign a role to the employee
Assign a division to the employee
Assign an office to the employee
Set up personal schedule
Set up working days
Set up payroll details
Order IT equipment
Trigger onboarding process
By using the Dependent Fields the order of the actions to be carried out is displayed to the user in an effective and simple way.