Configure conditional and optional steps

Use response information to decide who needs to act, and optional roles for cases where an additional signer may have no recipient. Keep the routing rule and the recipient rule clear so a request does not stall or skip a needed review.

Write down the rule first

For example, a request may need another reviewer when a particular answer is selected. Identify the exact question, the answers that include the reviewer, and the expected next stage for all other answers. Then identify where the reviewer's email comes from.

An answer-based rule is different from an optional email. A role marked optional is skipped only when its recipient email resolves empty for that response. If the address is present, the role behaves like a required signer.

Configure optional signers

1. Open Setup workflow and find the relevant role under To be signed by.
2. Open its More options menu and choose Make it optional.
3. Review where that role's email is supplied for each request.
4. Test one response with the address supplied and another with the address empty.
5. If the role must always sign, return to the menu and choose Make it required.

Required/Optional badges can appear once the workflow contains an optional role. Read each role's setting rather than relying on whether the badge was visible in an earlier all-required setup.

Check response-dependent routing

Use the form's workflow rule configuration to connect the relevant answer to its intended stage or recipient. Test every branch with synthetic requests, including an unanswered or unexpected value where the question permits it. If the available rule controls are unclear, ask the owner or support to inspect the setup before sending live requests.

An ordinary required signer with an empty email is a problem to correct. Do not assume that a missing address automatically makes a role optional. For a deliberately skipped optional signer, the workflow excludes their signature from required completion and does not schedule their reminder.

Inspect the result

Check the actual response's recipient values, active stage and activity record. Confirm that an included reviewer receives the intended task and a skipped role does not prevent completion. Use progress tracking and workflow troubleshooting when a branch does not produce the expected next action.