How to Build a Risk Assessment Form with Conditional Logic

Assess risks dynamically and capture what matters most

In this guide, you’ll build a risk assessment form that automatically adjusts based on each response, calculating risk levels and prompting follow-up questions only when necessary.
Perfect for safety teams, project managers, or compliance officers who need structured but flexible assessments.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your risk assessment form

In your workspace, click + New → Form, or browse the Template gallery for Environmental Quality Assessment (EQA).
You can also use Magic Create, try this prompt:

“Risk assessment form with likelihood and impact scoring, severity calculation, and conditional follow-ups.”

Add initial fields such as:

• Assessment title or project name
  
  
• Risk category (Operational, Safety, Financial, etc.)
  
  
• Risk description (Long text)
  
  
• Likelihood rating (1–5)
  
  
• Impact rating (1–5)
  
  
• Calculated severity (automated)
  
  
• Control measures and recommendations
  
  

💡 Tip: Keep your rating scale consistent (e.g., 1 = Low, 5 = High).

📘 Learn more: How to create a form

Step 2: Calculate risk severity automatically

Add a Variable field and name it Risk severity.
Use a simple formula like:

@likelihood * @impact

This multiplies both values to generate a risk score from 1–25.
You can then use conditional logic to categorize results, such as:

• If @risk_severity ≤ 5 → set @risk_level = “Low”
  
  
• If @risk_severity between 6 and 15 → set @risk_level = “Medium”
  
  
• If @risk_severity ≥ 16 → set @risk_level = “High”
  
  

📘 Learn more: How to use a variable with a formula

Step 3: Use conditional logic to show follow-up questions

Go to Settings → Logic, and create rules that adapt your form dynamically.

Examples:

• If @risk_level = “High” → show field “Describe mitigation plan”
  
  
• If @risk_level = “Medium” → show “Assign responsible team member”
  
  
• If @risk_category = “Safety” → show “Add supporting evidence photo”
  
  

💡 Tip: Use Show/Hide Logic for contextual questions and Jump Logic for multi-page risk assessments.

📘 Learn more: How to add advanced logic to your form

Step 4: Add automatic alerts for high-risk cases

Under Settings → Notifications, create rules that alert your risk manager or compliance officer automatically.

Example:

• If @risk_level = “High” → send email to safety@company.com
  
  
• If @risk_level = “Medium” → send to supervisor@company.com
  
  

Include key details in your message body using merge tags:

“High-risk case detected: @risk_description (Severity: @risk_severity)”

📘 Learn more: How to send and receive conditional email notifications

Step 5: Create an internal review

‍
Add admin-only reviewer fields for:

• Action required
  
  
• Due date
  
  
• Approval status (Approved / Needs action / Closed)
  
  

📘 Learn more: How to lookup the submitted data of another form

‍

step 6: Visualize risks in dashboards

From Results → Dashboard, create visual summaries such as:

• Bar chart: Risks by category
  
  
• Heatmap-style chart: Likelihood vs. impact
  
  
• Table view: All risks with filters for level or status
  
  

You can also group data by department or date to track trends over time.

📘 Learn more: How to showcase charts based on form responses

step 7: Build a risk management portal

Convert your setup into a Risk Management Portal with pages for:

• Submit a new risk assessment
  
  
• High-risk cases (filtered view)
  
  
• Review dashboard (charts and tables)
  
  

Limit access to specific roles like safety officers or department heads.

📘 Learn more: How to create a portal and manage users access

Pro tips

• Automate follow-up reminders: Use On update logic when actions remain incomplete.
  📘 Learn more: What is on update logic and how it works
  
  
• Save drafts mid-assessment: Enable autosave for long inspection forms.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Sync with Google Sheets: For detailed risk tracking or external dashboards.
  📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
  
  

Example scenario

A safety officer completes the risk form for a new warehouse operation.
They select “Safety” and rate likelihood 4 and impact 5 — automatically generating a Severity Score of 20 (High).
Logic displays extra fields for mitigation planning, while an email alert instantly goes to the HSE manager.
The manager reviews the linked record in the dashboard and assigns follow-up actions to the operations lead.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I add photos or documents to support findings?
Yes, add a File upload field for evidence or inspection photos.
📘 Learn more: Form editor and field types

2. Can I export my risk data for reports?
Absolutely, export all submissions to Excel or PDF anytime.
📘 Learn more: How to print your submissions or save them as PDFs

Your risk assessment, smarter and faster

You’ve built an adaptive, data-driven risk assessment workflow that calculates severity, routes alerts, and visualizes results, all without spreadsheets or coding.
Next, expand it into a full Risk & Compliance Portal with linked audits, dashboards, and AI summaries.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

‍