Formula Field: Use Cases

Assigning priority levels

Scenario
Let's say your Companies module stores crucial information about various clients and their associated opportunities, and you need to streamline the process of assigning priority levels to these companies based on their stated opportunities.
Solution

You can implement formula-based logic within the Bigin system to automate priority assignment based on the content of the "Opportunity" field.

Your Companies module is equipped with a field named "Opportunity" where sales representatives input the nature of each opportunity.
Automation formula

If(Contains(\${Opportunity},'Existing'),'High', 'Medium')

Logic
In your Companies module, the "Opportunity" field indicates different types of opportunities for each company. If the "Opportunity" field contains "Existing" for a company, the system sets its priority as "High." Otherwise, if "Existing" isn't present, the priority defaults to "Medium." This automated process streamlines priority assignment based on the opportunities associated with each company, ensuring they're categorized either as "High" or "Medium" according to the content entered in the "Opportunity" field.
Calculate commission
Scenario
You need to calculate commission based on the "Opportunity Amount" associated with each company.
Solution

You can implement formula-based logic within the Bigin system to automatically calculate commission based on the "Opportunity Amount" field.

Your Companies module includes an "Opportunity Amount" field where the monetary value of each opportunity is recorded.
Automation formula

If(\${OpportunityAmount}<10000,\${AnnualRevenue}*0.10,\${AnnualRevenue}*0.15)

Logic
Your organization's commission calculations are automated based on the "Opportunity Amount" field. If the amount is below \$10,000, the system computes a 10% commission from the company's annual revenue. Conversely, if the amount exceeds \$10,000, the commission is set at 15% of the company's annual revenue. This automated process ensures accurate and simplified commission calculations based on the specific values entered in the "Opportunity Amount" field for each company.

Categorize deal sizes

Scenario
You want your Companies module to categorize deal sizes automatically based on the "Opportunity Amount" field.
Solution
You can implement formula-based logic within the Bigin system to calculate automatically and categorize deal sizes based on the "Opportunity Amount" field.

Your Companies module includes an "Opportunity Amount" field where the monetary value of each opportunity is recorded.
Automation formula
If({OpportunityAmount}>1000000, "Large Deal", "Small Deal")
Logic
Your company classifies each deal in the Companies module as either a "Large Deal" or a "Small Deal" based on the value entered in the "Opportunity Amount" field. If the amount associated with an opportunity exceeds \$1,000,000, the system automatically categorizes it as a "Large Deal." Conversely, if the amount falls below or equals \$1,000,000, it's labeled as a "Small Deal." This straightforward rule enables the system to categorize deals quickly and automatically based on their financial value, streamlining the process within the CRM system.

Billable charges

Scenario
You need to calculate billable charges accurately based on hours worked.
Solution
You can implement a formula-driven approach within your Bigin system to automate the calculation of billable charges based on the hours worked and hourly rates, as well as whether VAT is applicable.
Automation formula

\${Billable rate}*\${Billable duration in days}*14*If(\${VAT check}=='TRUE',1+\${VAT}/100,1)

Logic

You can calculate the billable charge for services by multiplying the time worked (converted to hours) by the hourly rate. If you choose to include VAT, it adjusts the total by adding the VAT percentage to the calculation. If VAT isn't included, it computes the charge without any additional adjustments. Finally, it formats the calculated amount into a dollar value. This formula simplifies the process of determining charges, accounting for both time and optional VAT considerations in billing systems.

Note: The number "14" in this formula represents the hours of work done per day. This can be adjusted according to your requirements.

Commission calculation

Scenario
You need to calculate the commission for each company based on various factors, including the "User Credit Score," "Commission Percent," and "Discount Percent" fields. The goal is to determine the highest possible commission from the available calculations while also being sure to include a minimum fixed amount of \$100.
Solution
You can implement a formula to calculate the commission for each company based on the "User Credit Score," "Commission Percent," and "Discount Percent" fields.
Automation formula

Max(\${UserCreditScore} * \${CommissionPercent}, \${DiscountPercent} * \${UserCreditScore}, 100)

Logic
You can calculate the commission for each company based on the "User Credit Score," "Commission Percent," and "Discount Percent" fields. First, multiply the "User Credit Score" with "Commission Percent." Then multiply it with "Discount Percent." Compare both results with a fixed amount of \$100. Use the higher value. This ensures the commission is the higher of the two calculated amounts or the fixed amount of \$100.

Calculate bonuses

Scenario
You want to determine the bonus amount for each employee based on their "User Credit Score" and "Bonus Percent" fields.
Solution

You can take a formula-driven approach within your Bigin system to automate the calculation of the company's total bonus amount and distribute each employee's share of the bonus.

The calculation should also ensure a minimum bonus amount of \$10,000 for each employee.
Automation formula

Min(\${UserCreditScore}* \${BonusPercent}, \${BonusAmount} / \${TotalEmployees}, 10000)

Logic
You can calculate employee bonuses using the "User Credit Score" and "Bonus Percent" fields and the company's total bonus amount divided by the number of employees. First, multiply the "User Credit Score" field with the "Bonus Percent" field to determine one potential bonus amount. Next, divide the company's "Bonus Amount" field by the "Total Employees" field to calculate each employee's share. Compare these results with a fixed bonus amount of \$10,000. Use the smaller of the two calculated amounts or the fixed \$10,000 to determine the employee bonus.

Validate product codes

Scenario

You need to validate product codes in your inventory management system. You use product codes to track various items in your inventory. However, you have different formats and lengths depending on the supplier and product category.

Make sure that all product codes conform to a specific length (e.g., 10 characters) for consistency.
Solution
You can take a formula-driven approach within your system to automate the validation of product codes and ensure they conform to the required length of 10 characters.
Automation formula

Len(\${PartNumber})

Logic
Compare the length of each product code with the required length (10 characters). If the length is equal to 10 characters, the product code is valid. If the length is not equal to 10 characters, the product code is invalid.

Overdue payments

Scenario
You need to track payments associated with deals. Each deal has a closing date, which indicates when the deal is supposed to be completed, and a description that includes the payment status (e.g., "Unpaid" if payment is still due). You want to identify deals that have overdue payments to ensure timely collection and maintain a healthy cash flow.
Solution
You can take a formula-driven approach within your system to automatically identify deals with overdue payments based on the closing date and payment status.
Automation formula

If(And(Datecomp(\${Closing Date}, \${Date 1}) <= 4320, \${Description} == 'UNPAID'), 'PAYMENT OVERDUE', 'null')

This formula assesses whether the difference between the closing date and a custom date field ("\$Date 1}") is within the specified threshold. If the payment status is "UNPAID" and the time difference meets the criteria, the formula returns "PAYMENT OVERDUE"; otherwise, it returns "null."

If(And(Datecomp(\${Closing Date}, Now()) <= 4320, \${Description} == 'UNPAID'), 'PAYMENT OVERDUE', 'null')

This formula evaluates the difference between the closing date and the current date. If the payment status is "UNPAID" and the date difference is within the threshold, the formula returns "PAYMENT OVERDUE"; otherwise, it returns "null."
Logic

Both formulas use a threshold of 4,320 minutes (three days) to check whether the closing date of each deal is within an acceptable range. The inputs include "Closing Date" (the expected date of deal completion), "Date 1" (a reference date), and "Description" (which contains information about the payment status, such as "UNPAID").

The first formula checks if the difference between "Closing Date" and "\${Date 1}" is less than or equal to three days and if the payment status is "UNPAID." If both conditions are met, the formula returns "PAYMENT OVERDUE"; otherwise, it returns "null."

The second formula compares "Closing Date" with the current date ("Now()") and checks if the difference is less than or equal to three days. If the payment status is "UNPAID" and the time difference meets the threshold, the formula returns "PAYMENT OVERDUE"; otherwise, it returns "null."

Scenario
You need to separate each customer's street name from the rest of each address (e.g., house number) to improve data quality and simplify data entry. By isolating the street name, you can categorize and analyze property deals based on location.
Solution
You can take a formula-driven approach within your system to separate the street name from the rest of the street address in the automatically "Deal Owner" field.
Automation formula

Find(\${Deal Owner},' ',1)

Logic
Locate the position of the first space in the "Deal Owner" field. Once the position of the first space is identified, use a substring function to extract the street name from the address. The street name can be extracted as the substring from the start of the address up to the position of the first space.

Low-cost purchases

Scenario
Your company sells a variety of products, some of which are sold in bulk and some of which are sold individually. You want to identify small, low-cost purchases to optimize inventory and sales strategies. Specifically, you want to flag purchases where both the price and quantity of an item are less than one.
Solution
You can take a formula-driven approach within your system to automatically identify small purchases based on the price and quantity of an item.
Automation Formula

If(And(Price<1,Quantity<1),"Small", null)

Logic
You can check if both the price and quantity are less than one. If both conditions are met, the formula returns "Small" to flag the purchase; otherwise, it returns "null," leaving the field blank.

Validation rules

Scenario
Your company produces a variety of products and conducts quality control checks on each production run using a sampling process. You have a custom field called "Sample_Rate_Check" that specifies the percentage of products from each production run that should be sampled for quality control.
Solution
To ensure consistent and efficient quality control practices, you can enforce a sampling rate within a specified range: between 0% and 40%. Sampling rates outside this range may lead to inefficient testing or potential quality issues.
Automation formula

Or(Sample_Rate_Check < 0, Sample_Rate_Check > 0.40)

Logic
The validation rule formula "Or(Sample_Rate_Check < 0, Sample_Rate_Check > 0.40)" checks whether the "Sample_Rate_Check" field (a custom field representing the sampling rate) is outside the acceptable range of 0% to 40%. The "OR" function returns "true" if the sample rate is either less than 0% or greater than 40% (0.40 as a decimal). If the formula returns "true," the validation rule is triggered, displaying an error message and preventing the entry of an invalid sample rate. This ensures that the sampling rate remains within the desired range and helps you maintain consistent quality control practices.

Product types

Scenario
Your company manages a variety of products and services, and each item has a custom text field called "Product_Type_Check" that specifies whether the item is a part or a service. You want to categorize each item as either "Part" or "Service" based on the content of the "Product_Type_Check" field.
Solution
You can take a formula-driven approach within your system to automatically categorize items as either a "Part" or a "Service" based on the content of the "Product_Type_Check" field.
Automation formula

If(Contains(Product_Type_Check, "part"), "Part", "Service")

Logic
The formula "If(Contains(Product_Type_Check, "part"), "Part", "Service")" categorizes items based on whether the custom text field "Product_Type_Check" contains the substring "part." The "Contains" function checks if the field includes the substring "part" and is case-sensitive, meaning it only returns "true" if the substring is exactly "part" in lower-case letters. The "IF" function evaluates the result of "Contains": if it returns "true," the formula returns "Part" as the category; otherwise, it returns "Service." This approach enables you to classify items automatically into the "Part" or "Service" fields based on the content of the "Product_Type_Check" field so you can improve data quality and support more accurate reporting and analysis.

Categorize based on product codes

Scenario
Your company produces a wide range of products and needs to categorize them based on their product codes. You want to differentiate products based on whether their product codes begin with the prefix "ICU." Products with this prefix are categorized as "Medical," whereas other products are categorized as "Technical."
Solution
You can take a formula-driven approach within your system to categorize products automatically as either "Medical" or "Technical" based on whether their product code begins with the prefix "ICU."
Automation formula

If(Startswith(\${Product Code},'ICU'),'Medical','Technical')

Logic
The formula "If(Startswith(\${Product Code},'ICU'),'Medical','Technical')" categorizes products based on whether their product code begins with the prefix "ICU." The "Startswith" function checks if the "Product Code" field starts with the specified prefix "ICU." If it does, the formula returns "Medical" to categorize the product as a medical product. If the product code does not start with "ICU," the formula returns "Technical" to categorize the product as a technical product. This approach allows for efficient classification of products into either "Medical" or "Technical" categories based on their product codes, which can help improve reporting, inventory management, and targeted sales strategies.

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