Creating Template Conditions

Conditions in project templates allow you to create project items, such as documents, that are only available to users under specific conditions. When users create projects based on templates with conditions, they see different project items based on the information they specify.

Using conditions in templates requires two steps:

1. Step 1: Define the conditions.
   1. A condition is either true or false.
   2. Field Match can be based on project field values.
   3. Questions can be created with answers that trigger conditions based on user selection.
   4. It is a best practice to specify clear and concise names for conditions to easily identify the desired condition when applying them to content.​
   
2. Step 2: Link project items to conditions.
   1. Linking project items to conditions makes the availability of the items based on one or more conditions.
   2. Conditions can be linked to the following items:
      1. Documents
         • Folders
         • Sections
         • Clauses in assembled contract documents (SAP Ariba Contracts Main Agreement or Contract Addendum documents)
      2. Tasks
      3. Phases
      4. Project groups
      5. An entire project template, so the template is only visible on the project creation page when the specified conditions are true.

It is common to apply a condition to an entire template from the Conditions field on the Overview tab of the template. By assigning a condition here, the template will only be available for project creation if the condition you applied on the overview of that template is true.

For example, if you set your condition where Region=USA on a template, that template will only appear to create a project if the project creator selects USA in the region hierarchy. If they select any other region, that template will not appear.

• Define Conditions: Establish conditions as true or false to customize project items based on specific criteria.
• Link Items to Conditions: Connect documents, tasks, and more to conditions, controlling their visibility in project templates.
• Apply Conditions to Templates: Use conditions in the Overview tab to restrict template availability during project creation.

Five types of expressions can be associated with conditions:

• Field matches - The condition is true when a field matches a specific value, such as if Region = USA.
• Reference to condition - Reference to another existing condition. For example, if Region is True and Department is Corporate. Region is True is the reference to the already existing region condition.
• All of expressions - Group multiple field match expressions together. The condition is true when all fields in the set match the specified values.
• Any of expressions - Group multiple field match expressions together. The condition is true when at least one field in the set matches its specified value.
• None of expressions - Group multiple field match expressions together. When none of the fields match their specified value, the condition is true.

Field match conditions can be used to control the availability of a template or the inclusion of an object, such as a task, phase, folder, document, or team group, based on the value set for a particular field.

Field match expressions are one of the most common types of expressions. Many default fields are available for field match expressions.

Some of the most used fields include Amendment type, Contract Amount, Commodity, Hierarchical Type, Regions, Departments, User Permissions, and Process Status. This list of fields may be extended through customization.

A field can be set up as a hierarchy, where the values contain a parent-child relationship. If the project owner selects a value that is the child of the parent condition value, then the condition is considered true. For example, let’s say you set up a condition so that the template is only displayed when USA is selected as the region. If the project owner selects Florida (a child of USA in the hierarchy), the condition is considered true and the template is displayed.

• Define field match expressions to determine condition truth based on field values, including match, reference, all, any, and none.
• Use condition operators to evaluate expressions, including equal, not equal, null, child, list, and numeric comparisons.
• Implement field match expressions to control template availability and object inclusion based on specific field values.
• Utilize hierarchical field setups to manage conditions with parent-child relationships, ensuring accurate condition evaluations.