People Resources

Formula Fields

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Purpose

This guide explains the basic functions and the usage of formula fields. We suggest you to go through this help page completely before you actually start using them.

What is a formula field?

A formula field is a field type that allows users to perform basic and advanced functions using different formulas. Using a formula field, you can create fields that are calculated instead of being entered by the user.

Formula Fields typically manipulate Number, Decimal and Date fields. The value of this field could be numeric or date depending on the output of the formula. In date manipulations, the result will be given in milliseconds, which you can format as per your requirement. Formula fields get recalculated automatically whenever the formula is changed. It also gets recalculated when a field involved in the formula is changed. Formula fields is same as any other custom field. Users with the administrator role can create formula fields by adding a new field and selecting the formula type.

What are the supported formula field types?

Zoho People supports four types of formula fields: Number, Decimal, Date and Currency. Please refer below the tabular column of the formula data types and their description.

Formula Data Type Description
Number Positive or Negative integer.
Date Date that represents a day on the Calendar. It represents a specific day in the past, present or future.
Currency Number in currency format with a currency sign.
Decimal Decimal value.

List of operators

Below is the list of all the supported operators.

  • Add
  • Subtract
  • Multiply
  • Divide
  • Open and closed parentheses.
  • Current Date
  • Increment Date

Add formula fields

  1. Log in as administrator.
  2. Click Setup > Forms & Tabs.
  3. Add new form or select an existing form from the forms list.
  4. Drag and drop the Formula field into the section.
  5. Provide Display Name, Label Name and select Formula from the Field Type drop-down list.
  6. The fields which can be used for the formula calculation will be listed at the right side of the formula field window as shown in the image below.
  7. Click Done. The values will get calculated based on the specified fields.

Note:

  • You need to add all the required fields in the form before adding the formula field. Only then, you will be able to select the required field types from the list.

Edit formula fields?

You can edit the formula field at any time.

  1. Log in as Administrator.
  2. Click Setup > Forms & Tabs.
  3. Select an existing form from the list.
  4. Hover your mouse over the specific formula field and click Edit this field.
  5. Modify the formula field as needed.
  6. Click Done.

Note:

  • The formula will get automatically recalculated when the formula is modified.

Sample formula expressions

Here are just a few examples with detailed code of formula fields of how you can use them in a form. You can use them in multiple different ways to calculate field values, but these are just a few simple examples to give you some ideas.

To calculate employee's total work experience:

You can use this type of formula field expression to represent a span of time. For example, you can calculate your employee's total work experience using any two date fields. This will result the total time duration. You may also use the same expression to calculate similar types of different fields like Training, Travel days etc.,

To calculate employee's payslip:

Using formula fields, you can easily calculate your employees' payslip automatically without doing any manual calculations. Once you enter all the details in the form fields, you will get the net pay of your employee's aalary.

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