Add conditional logic to a SharePoint form, without code.

Most SharePoint forms start simple and grow. A leave request picks up a field for overnight stays. An incident report grows a section that only matters for injuries. Before long the default form is a wall of boxes, and half of them do not apply to the person looking at them. People skip fields, guess, or give up and send an email instead.

Conditional logic fixes that by showing each person only what is relevant. The out-of-the-box SharePoint list form cannot do it. Forms365 Workspace can, and it does so with a rules builder you click together rather than write. It installs inside your own Microsoft 365 tenant as an SPFx solution, so the form still reads and writes the same SharePoint list columns you already have.

The kinds of rules you can set

A rule watches one or more fields and does something when a condition is true. These are the building blocks:

Rules run in the browser while the form is being filled, so a field appears or hides the instant the triggering answer changes. Nothing touches the list until save.

A worked example: a travel request

Say you have a Travel Requests list. Everyone fills in the destination and dates. Only some trips are overnight, and only overnight trips need accommodation details and a return date. Only trips that come back marked "Over budget" need a written justification.

With three rules the form does the sorting for the person:

• Show the Accommodation section only when Overnight is Yes.
• Make Return date required only when Overnight is Yes.
• Show and require Justification only when the estimated cost is over the limit.

A day-trip request now shows four fields. An over-budget overnight trip shows the full set. Same list, same columns, one form that adapts.

Setting it up

1. 1

   Open the list in the designer

   Point Forms365 Workspace at the SharePoint list. The list's common columns are available on the canvas straight away.

2. 2

   Lay out the fields

   Drag the fields into the order and sections you want. Group the ones that belong together, since you will show and hide them as a group.

3. 3

   Add a rule

   In the rules builder pick the field to watch, the condition, and what happens: show, hide, enable, require, or set a value.

4. 4

   Preview it

   Use the preview to fill the form the way a real user would and watch the rules fire. Check desktop and mobile.

5. 5

   Publish

   Publish the form to the list. It becomes the form people see when they add or edit an item.

Calculated values and validation

Rules are not only about visibility. A calculated field can work out a total from a quantity and a rate, or a due date from a start date. Cross-field validation can stop a submission when two answers contradict each other, for example an end date that falls before the start date. Both are set the same visual way, so the person filling the form gets a sensible result without anyone writing script.

Why not just use Power Apps?

Power Apps can do conditional logic too. The trade-off is the overhead to get there: a separate canvas app for someone to build and maintain, and premium Power Apps licensing once you go beyond the standard connectors. For a list form that needs a few rules, that is a lot of moving parts. Forms365 Workspace keeps the job at the level it belongs, a form on a list, with the rules added by the person who owns the list. If you want the longer comparison, see the Power Apps alternative page.