5 most desired scenarios for any HR for using automatic formula updates (Zoho People)

At Zoho People, we want to make sure our users get the most out of every feature we offer. This includes some features that many users either didn’t know existed or those that, on the surface, appear too technical or confusing to implement into a daily workflow.

One of these features is using and analyzing formula expressions; something we believe will make you a well-rounded human resource professional.


The bright side of formula expressions has arrived in Zoho People with our 41 different functions to benefit you in multiple use cases. So, let’s look at the five most common scenarios you can use formula in the fields for day-to-day HR activity.

1. Calculate employee’s total work experience: Most HR professionals have little time to calculate an employee’s total work experience, during his/her date of exit or performance review period. You can solve the problem by using the below formula expression.

Formula Expression: DateDiff (Now (), Date_of_Joining,’Year’)

Example: If Date_of_Joining is ‘1-JAN-2014’ Result: Years of experience will be 1 year

You can also use the same formula expression to calculate similar types of scenarios like age calculation, travel experience etc.,

2. To calculate an employee’s pay: Use our below formula expression, to automatically calculate your employee’s pay without performing any manual calculations. Once you enter all the details in the form fields you can formulate the consolidated pay off your employee’s salary.

Formula Expression: Sum (Basic,HRA,Conveyance,Education_Allowance,Other_Allowance) – Sum (PF_Amount,VPF_Amount,Professional_Tax,Income_Tax)

Example: Sum (6000,3000,200,500,4000)-Sum (720,50,1000,0) Result: 11950

3. To calculate an employee’s project deadline: Most HRs will be worried along with their employees regarding project deadlines. Fortunately, Zoho People lets you sit and watch the project deadline reminders to go out to your employees automatically.

Formula Expression: If (DateDiff(Project_Deadline,Now(),’Day'<=6), ‘Critical Task’, ‘Moderate Task’)

Example: When the Project_Deadline is ’10/10/2015′, the critical task reminder will be sent from 4/10/2015 (fewer than 6 days) and the moderate task reminder will be sent from the date of creating this expression (more than 6 days).

4. To extend an employee’s probation period: The probationary period is very important for both the employee and the employer.  This period is used to ensure that the selected applicant is qualified for the job and achieves regular status. If a manager is not satisfied with an employee’s performance and wants help extending the probation period, please use the below expression.

Formula Expression: If (Equals(Probation_feedback,’Not   Satisfactory’),AddDate (Dateofjoining,6+Probation_extension_Period_in_months,’Month’),AddDate (Dateofjoining,6,’Month’))

Example: When the probation feedback is ‘Not Satisfactory’, the job confirmation date will be automatically delayed for one year if ‘Probation_extension_Period_in_months’ has been added ‘6’ and if the probation feedback doesn’t say ‘Not Satisfactory’, then it’s understood that the employee will be successfully completing the probation period.

5. To provide the correct space between names in the passport: If your boss wants you to have a proper Last Name and First Name column together in the same cell for more than 50 employees, it would take a long time to type everything by hand. Rather than combining this data manually, we can use our Concat function to perform the task automatically.

Formula Expression: Concat (FirstName,’ ‘,LastName)

Example: Karen John will be the result if Concat (Karen,’ ‘,John)

Are there any formula expressions you use on a regular basis that I might have missed?  Leave a comment below, and let’s start a conversation on how you can use formula expressions as part of your HR department.

So, are you ready to get enhanced with Zoho people’s enhanced formula expressions?

Need help?  https://www.zoho.com/people/help/formula-fields.html



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