Add Formulas to an Object Type

Formulas compile data from numeric and variable values to generate conclusions, such as Incident Severity, Estimated Damage, or Likelihood the Incident Will Recur. Variable data is created from numeric data from other formulas, select lists, numeric or date fields, or workflow states that are added directly to an object type or from object types associated through a relationship or reference

A formula can be displayed on a form as a number, label (e.g. Low, Medium, High), numbers and labels, a gauge, or as a formula card. See the Formulas on Forms article for more information on configuring the display.  

For more information on formulas, see the following articles:

Instructions

To add a formula to an object type:

  1. Click the icon in the top bar > Object Types in the Data Model section.
  2. Click the object type or enter the name of the object type in the Search field, then click it to display the Edit Object Type page.
  3. Click the Formulas tab > Add Formula.
  4. Enter a name for the formula in the Name field (e.g. Estimated Vehicle Damage).
  5. Click Create.
  6. Click the new formula to open the Edit Formula palette.
    The Edit Formula palette.
  7. Click Add Variable.
  8. Select either Field, Relationship, or Reference from the Variable Type dropdown menu.
    • If you selected Field, choose a field or formula from the Available Components dropdown menu. The options in this dropdown are fields or formulas added directly to the object type.
    • If you selected Relationship or Reference
      1. Select a relationship or reference saved to the object type from the Relationship or Reference dropdown menu. 
      2. Select a field, formula, or workflow state from the Available Components dropdown menu. These are the fields, formulas, or states saved to the object type(s) in the relationship or reference.
      3. Select a variable sub-type from the Sub Type dropdown menu to specify how the data from multiple objects will be compiled, calculated, and displayed. See the Variables, Operators & Functions article for more information on the sub-types and relationship/reference variables.
        Select lists can be used in formulas only if numeric values have been added to their options. See the Select List Fields article for more information.
  9. Optional: If you wish to use a name other than the field’s unique name, enter it in the Name field. Numbers, special characters, and spaces are not permitted. 
    Naming a variable after a function will result in an error.
  10. Optional: Enter a description of the variable in the Description field, which will appear below the variable in the Edit Formula panel.
    A new variable in the Edit Formula panel.
  11. Optional: Select the Treat empty values as Null checkbox if objects with blank variables should not be assigned a zero (0) value. See the Null Values in Formulas article for more information.
  12. Click Create.
  13. Follow steps 8-12 above to continue adding more variables as needed.
  14. Using the variable name(s), enter the formula, including any operators and/or functions, in the Formula field (e.g. SUM(BLUBOOKVA)). See the Variables, Operators & Functions article for more information.
    A formula entered in the Formula field using the variable name(s) (in this case, BLUEBOOKVA).
  15. In the Display section, select either None or Numeric from the Format dropdown menu. If you selected Numeric, you can choose how the numbers will be displayed by clicking an option in the table to the left (i.e., Num, %, 0.00, .etc).  A preview of the number format is displayed in the Layout field. 
    The display options for formulas. Selecting an option other than None in the Range as dropdown will reveal additional options.
  16. Select an option from the Range as dropdown menu:
    • None: The formula will display the numeric results only.
    • Label: The formula will display the range labels only (e.g. Low) in the color selected for that range.
    • Label and Result: The formula will display the numeric results and labels (e.g. Low – 1000) in the color selected for that range.
    • Result: The formula will display the numeric results only in the color selected for that range.
  17. If you selected any option other than None in the Range as dropdown menu above, formula labels of Low, Medium, and High are automatically created. To configure the labels:
    1.  Click the icon next to the range you want to edit.
    2. Click the Color dropdown menu to reveal the color picker and select a new color for the label. You can also type a hex color into this field to select a color.
    3. Enter a new name for the label in the Label field.
    4. Enter a numeric maximum value in the Max Value field.
    5. Click the to save your changes.
    6. To delete a range, click the icon.
    7. To add a new label, click Add Label, then follow steps b-e above.
      The default formula labels.
  18. Click Done.
  19. To edit the formula, click it in the tab to open its settings.
  20. To delete the formula, click the  icon.
  21. Click Done when finished. 
If changes are made to the display of an existing formula, you must click Reformat Formulas from the Edit Object Type page before those changes are displayed.
Clicking Recalculate Formulas recalculates all the formulas in your organization. As such, this action should be performed only when required.