Setting up switch cases

Add selection control to your workflows using the Switch action. With the Switch action, you can define multiple conditions, each with its own run path. When a condition is met, the corresponding path is run, while the others are automatically ignored.

About this task

The execution paths are defined using Cases. Each case specifies the conditions to be met along with the next action to be run if the condition is met.

Cases are evaluated sequentially, beginning with Case 1. When a case meets the condition, the associated action is run, and the remaining cases are ignored. A default case can be specified, which runs if none of the conditions in the other cases are met. You can assign the same case number, for example, Case 2 to multiple execution paths with different conditions. In this situation, both conditions are evaluated simultaneously, but only the one with a matching condition is run. If neither condition is met, the next case is evaluated.

Your organization has a support request form on its website where users can submit requests for different departments. You want to create a workflow that triggers every time a new support request is raised, checks which department (IT, Operations, Content) the request is for, and sends the details of the request to the relevant department by using a specific communication channel.

Procedure

  1. Configure a trigger that fires off each time a new request is submitted through the request form.
    Select the Formstack - New Submission trigger and configure it.
  2. Add the Switch action to the canvas, followed by Asana, Intercom, and Cisco Webex Teams connectors.
  3. Configure Switch cases. Connect Switch with all the connectors on the canvas.
    Case numbers are assigned by default at the time of connecting the Switch with connectors. You can change these case numbers based on your requirements. For this example, set the following conditions.
    • If the department is IT, create a new task in Asana.
    • If the department is Operations, create a new note in Intercom.
    • If the department is Content, post a new message on Cisco Webex Teams space.
  4. Define the conditions.

    Click the line connecting the Switch action and Asana connector icon and then click the Settings icon. The Condition window appears on the screen. Here, you can see the Select Case drop-down menu from where you can add cases and the Condition block from where you can set specific conditions.

    • Select Case - Click the drop-down arrow to see the list of available cases and select the case that you want to assign to this run path. Cases are evaluated in sequential order. As we have connected three connectors with Switch, you see Case 1, Case 2, Case 3, and the Default Case in the drop-down list.
    • Condition - Click Add Condition and then click Add Filter. In the condition block that appears, specify the condition that you want to set.
  5. The condition block is configured as follows.
    • Input - Add the key name for the value you want to check, from the Trigger data. Add the Department key.
    • Condition - Select the Exactly Matches condition.
    • Expected - Enter the value that you want to compare against the form value. Enter IT.
  6. Click Done. This takes you back to the canvas. Repeat this procedure.
    • Case 2 (Switch and Intercom, where the expected value in condition is Operations.
    • Case 3 (Switch and Cisco Webex Teams, where the expected value in condition is Content.
  7. Configure the actions to retrieve and send the form data if the condition they are associated with is met. Configure Asana - Create Task, Intercom - New Note, and Cisco Webex Teams - Post new Message actions by selecting the relevant accounts.
  8. In the Body (or other such relevant) field of each action, add the Trigger Data that are given on the left-side of the configuration window and click Next.
  9. Test the action and click Done.
    When a user submits the request form, the Formstack - New Submission trigger activates the workflow. The Switch action evaluates each case to determine the department for the request. Based on the matched department, the relevant action is run, sending the form data to the corresponding department.