Overview
Inventory logic rules allow you to automatically update inventory quantities when forms are submitted. When a user selects specific responses or enters quantities, the system can add to, subtract from, or set inventory levels for products in your stockrooms.
Accessing Inventory Logic
To configure inventory logic on a form question:
From the left sidebar, click Forms
Click Form Templates
Select your form or click Create to make a new one
In the Form Builder, select the question you want to add inventory logic to
Click the Inventory button
Supported Question Types
Inventory logic is available for the following question types:
- Radio Button
- Select Button
- Dropdown
- Checkbox
- Number
- Text (with number input type)
Inventory Item Selection Modes
There are two ways to configure inventory logic:
Define inventory based on response - For questions with predefined answer options (select, dropdown, radio). Each response can have one or many inventory items with unique quantities.
User defines inventory - For text questions with Number input type. The user's numeric response can define the quantity.
How to Configure Inventory Logic with Defined Responses
This mode is ideal when you have specific options and want different inventory actions for each choice.
Steps:
Create a question with options (Radio Button, Select, or Dropdown)
Add your response options (e.g., Oil, Grease, Filter)
Scroll down and click the Inventory button in the logic panel
Ensure 'Define inventory based on response' is selected
Under 'For each response, define inventory changes', click the response dropdown
Select the response option you want to configure
Choose the action: Add to Inventory, Subtract from Inventory, or Set Total Quantity
Click Select a product, choose your inventory item. Select the stockroom location.
Under Quantity, choose how to determine the amount:
Pre-set the quantity: Define the exact quantity now
Another question's response defines the quantity: Select which question provides the quantity
Calculate from a question's response: Multiply or divide a question's response by a number
To add multiple inventory items for the same response, click + Add Inventory Item
Click Save to save your configuration
Inventory Actions
You can choose from three inventory actions:
Add to Inventory - Increases the quantity of the selected product in the specified stockroom
Subtract from Inventory - Decreases the quantity (commonly used for check-out scenarios)
Set Total Quantity - Sets the inventory to a specific amount (useful for inventory audits)
Quantity Configuration Options
When using defined responses, you have three ways to set quantities:
Pre-set the quantity - You define the exact number in the form builder
Another question's response defines the quantity - The quantity comes from a different question's answer
Calculate from a question's response - Multiply or divide another question's numeric answer
Best Practices
1. Test Your Configuration: Always test your form in a revision before publishing to ensure inventory updates work as expected
2. Use Clear Option Names: Make response options descriptive so users understand what inventory action will occur
3. Consider Stockroom Locations: Ensure the correct stockroom is selected for each inventory item
4. Add Multiple Items When Needed: Use the + Add Inventory Item button when one response should affect multiple products
5. Review the Rule Summary: Always check the summary at the bottom of the configuration panel to verify your logic before saving
How Form Submissions Process Inventory
When a user submits a form with inventory logic:
1. The form submission is saved
2. Inventory updates are queued to update
3. The inventory quantities are updated in the background
4. Updates may take a few moments to appear in the Inventory Management section
NOTE: Inventory updates are processed asynchronously, so there may be a brief delay before quantities reflect in the system.
Troubleshooting
Issue: Inventory button is not available
Solution: Verify your question type is supported (Radio, Select, Dropdown, Checkbox, Number, or Text with number input)
Issue: Inventory quantities did not update after form submission
Solution: Wait a few moments for the system to process the update. Check that the correct product and stockroom were selected in the configuration.
Issue: Cannot select a product
Solution: Ensure the inventory item exists in Inventory Management and has been assigned to at least one stockroom location.
Issue: No questions available when selecting "Another question's response defines the quantity"
Solution: You need a question of type Text with Input Type set to "number" to provide the quantity value. To create one, click "Create" in the quantity source dropdown, enter a question label (e.g., "How many units?"), and click "Create Question." The system will automatically configure it with Input Type "number."
Summary
Inventory logic rules automate inventory management through form submissions, reducing manual data entry and improving accuracy. By configuring logic on form questions, you can automatically track inventory movements for check-ins, check-outs, replacements, and audits across your organization.