Creating Formula Fields

Formula fields are used to calculate different types of values, including numeric values, text values, date values, etc. Formula fields and their resulting return value have certain data types associated with them and there are specific operators that can be used for each data type. It is necessary to understand the type of fields required for creating formula fields and the compatibility between the data types and the operators. For instance, the operator " * " (for multiplication) is used on numeric values and not on text values.

You cannot modify the Return type for the formula fields.
Maximum 5000 characters can be used in the formula expression.

Availability

Permission Required

Users with the Field-level Access permission in profile can access this feature.

Create Numeric Formula Field

The following table helps you to understand the type of arguments required for numeric functions along with the type of syntax that needs to be formed.

Function	Description	Usage	Examples
Abs	Returns the absolute value of the Number.	Abs(number)	Abs(-42) returns 42; Abs(+33) returns 33
Ceil	Returns the smallest digit greater than or equal to the input number.	Ceil(number)	Ceil(3.4) returns 4; Ceil(-3.4) returns -3
Floor	Returns the largest digit less than or equal to the input number.	Floor(number)	Floor(3.8) returns 3; Floor(-3.4) returns -4
Naturallog	Returns the natural logarithm of a number	Naturallog(number)	Naturallog(1) returns 0.69
Base10log	Returns the base 10 logarithm of the input number	Base10log(number)	Base10log(10) returns 1.0
Max	Returns the maximum value from the specified list of compatible data types.	Max(value1, value2,...)	Max(3,1,5,2) returns 5; Max(0,-4,-3,2) returns 2
Min	Returns the minimum value from the specified list of compatible data types.	Min(value1, value2,...)	Min(5,-3,0,1) returns -3; Min(5,0,.01,0.5) returns 0.0
Sqrt	Returns the square root of the input number.	Sqrt(number)	Sqrt(4) returns 2; Sqrt(9) returns 3
FromTimestamp	Creates date time from timestamp	FromTimestamp(number)	FromTimestamp(1581066895) gives result as Feb 7, 2020 02:44 PM Note: The above example is for the IST timezone. The values will changed based on the timezone of the user.
IsPositive	Checks if the number is positive	IsPositive(number)	IsPositive(-345) gives result as false
IsNegative	Checks if the number is negative	IsNegative(number)	IsNegative(-345) gives result as true
Round	Rounds the number to the nearest value based on the specified precision.	Round(number); Round(number,number)	Round(3.8) gives result as 4 ; Round(-3.5) gives result as -3 ; Round(3.417,2) gives result as 3.42

To create numeric type formula fields

Log in to Zoho CRM with Administrator privileges.
Go to Setup > Customization > Modules and Fields.
Module refers to the Leads, Accounts, Contacts, etc. tabs.
Click the required module.
The Layout Editor opens.
Drag and drop the Formula field from the New Fields tray to the required module section on the right.
In the Formula Properties window, do the following:
- Enter id in the Field Label field..
- Select Number/Currency as the Formula Return Type from the drop-down list.
  In the case of Number and Currency Return Type fields, enter a value for Decimal places.
Constructing Formulas
Under Select Functions, select Numeric Functions from the drop-down list.
From the list of Numeric Functions, choose a function and click Insert.
(Alternatively, you can double-click on a function to insert)
In the Formula expression, click between the parenthesis to insert an argument.
Under Select Field column, choose a field and click Insert.
(Alternatively, you can double-click on a field to insert)
Under Select Operator column, choose an operator and click Insert.
Click Check Syntax to check the construction of the formula.
Click Save.

Create String Formula Field

The following table helps you to understand the type of arguments required for formula functions along with the type of syntax that needs to be formed.

Function	Description	Usage	Examples
Len	Returns the number of characters in a specified text string.	Len(string)	Len('abc') returns 3; Len(' abc ') returns 5
Find	Returns the nth occurrence of the text string.	Find('string','search string',number)	Find('greenery','n',1) returns 5
Concat	Returns the concatenation of all the strings.	Concat('string','string',...)	Concat('FirstName',' ','LastName') returns FirstName LastName
Contains	Returns true if search string is found in the other string, otherwise returns false.	Contains('string','search string')	Contains('abcdef','cd') returns true
Startswith	Returns true if the string begins with the search string, otherwise returns false.	Startswith('string','search string')	Startswith('abcdef','cd') returns false Startswith('abcdef','abc') returns true
Endswith	Returns true if the string ends with the search string, otherwise returns false.	Endswith('string','search string')	Endswith('abcdef','ab') returns false Endswith('abcdef','ef') returns true
Lower	Converts all characters in a string to lower case.	Lower('string')	Lower('APPLES') returns "apples" Lower('Apples') returns "apples"
Upper	Converts all characters in a string to upper case.	Upper('string')	Upper('apples') returns "APPLES" Upper('APPles') returns "APPLES"
Trim	Returns string with the leading and trailing white space characters removed.	Trim('string')	Trim(' abcd ') returns "abcd"
Substring	Returns a portion of an input string, from a start position in the string to the specified length.	Substring('string',n1,n2)	Substring('abcdefg',4,7) returns "defg"
Replace	Replaces each occurrence of the search string in the input string with the corresponding replace string.	Replace('string','search string','replace string')	Replace('abcdefg','abc','xyz') returns "xyzdefg"
Tostring	Converts any argument to a string data type.	Tostring(generic argument)	Tostring(3.4) returns "3.4" Tostring('') returns < empty >
CaseInsensitiveEquals	Compares two strings in case insensitive manner.	CaseInsensitiveEquals(string,string)	CaseInsensitiveEquals('asdf','AsDf') gives result as true; CaseInsensitiveEquals('asdf','AsDg')gives result as false
IsEmpty	Checks whether the value is empty or not.	IsEmpty(generic)	IsEmpty('') gives result as true; IsEmpty('asdf') gives result as false; IsEmpty(${Customer.Score}) gives result as true if Score is not entered.
DateBetween	Returns the time between two dates where the unit can be years, months, weeks, days, hours, minutes.	DateBetween(date-time,date-time,string)	DateBetween(Newdate(2022,02,10,11,30,'AM'), Newdate(2023,02,19,11,30,'AM'),'years') gives result as 1

Note

The string constants should always be enclosed in single quotes(')
Field labels do not need to be enclosed in single quotes (').
Values of the String data type can be used with == and != operations inside If(), Or(), And(), and Not() library functions.
For example, If ('abc' == 'abc', ${returnValue1}, ${returnvalue2})

To create String type formula fields

Log in to Zoho CRM with Administrator privileges.
Go to Setup > Customization > Modules and Fields.
Module refers to the Leads, Accounts, Contacts, etc. tabs.
Click the required module.
The Layout Editor opens.
Drag and drop the Formula field from the New Fields tray to the required module section on the right.
In the Formula Properties window, do the following:
- Enter id in the Label field.
- Select String as theFormula Return Type from the drop-down list.
Constructing Formulas
Under Select Functions, select String Functions from the drop-down list.
From the list of String Functions, choose a function and click Insert.
(Alternatively, you can double-click on a function to insert)
In the Formula expression, click between the parenthesis to insert an argument.
Under Select Field column, choose a field and click Insert.
(Alternatively, you can double-click on a field to insert)
Under Select Operator column, choose an operator and click Insert.
Click Check Syntax to check the construction of the formula.
Click Save.

Create DateTime Formula Field

The following table helps you to understand the type of arguments required for DateTime functions along with the type of syntax that needs to be formed.

Function	Description	Usage	Examples
Newdate	Creates a date from the year, month, day and time.	Newdate(year,month,day, hour,minute,'string')	Newdate(2007,12,21,06,30,'AM') returns quot;21/12/2007 06:30 AM"¹
Datepart	Returns the date value for the date time expression.	Datepart(datetime argument)	Datepart(Newdate(2007,12,21,06,30,'AM')) returns "21/12/2007"¹
Timepart	Returns the time value for the date time expression.	Timepart(datetime argument)	Timepart(Newdate(2007,12,21,06,30,'AM')) returns "06.30 AM"
Adddate	Returns the date obtained by adding n (year/day/month/hour/min) to the given date.	Adddate(datetime,number, 'string')	Adddate(Newdate(2007,12,21,06,30,'AM'),2,'YEAR' returns "21/12/2009 06:30 AM"²
Subdate	Returns the date obtained by subtracting n (year/day/month/hour/min) to the given date.	Subdate(datetime,number, 'string')	Subdate (Newdate(2007,12,21,06,30,'AM'),2,'YEAR' returns "21/12/2005 06:30 AM"²
Now	Returns a date/time representing the current moment.	Now()	Now() returns "19/05/2009 10:52 AM"
Datecomp	Compares two dates and returns the difference of days in minutes.	Datecomp(Datetime, Datetime)	Datecomp(Newdate(2009,05,19,11,30,'AM'), Newdate(2009,05,19,12,30,'AM')) returns 660.0³
Dayofmonth	Returns the day of the month for the given date.	Dayofmonth(Datetime)	Dayofmonth(Newdate(2009,05,19,11,30,'AM')) returns "19.0"
Hour	Returns the hour corresponding to the given date.	Hour(Datetime)	Hour(Newdate(2009,05,19,11,30,'AM')) returns "11.0"
Minute	Returns the minute corresponding to the given date.	Minute(Datetime)	Minute(Newdate(2009,05,19,11,30,'AM')) returns "30.0"
Month	Returns the month corresponding to the given date.	Month(Datetime)	Month(Newdate(2009,05,19,11,30,'AM')) returns "5.0"
Year	Returns the year corresponding to the given date	Year(Datetime)	Year(Newdate(2009,05,19,11,30,'AM')) returns "2009.0"
Weekday	Returns the day of the week (1-7) corresponding to the input date, where 1 is Sunday, 2 is Monday and so on.	Weekday(Datetime)	Weekday(Newdate(2009,05,19,11,30,'AM')) returns "3.0". (This is because 19th May is Tuesday)⁴
Dayofweek	Returns the day of the week for the given date.	Dayofweek(date-time)	April 5th 2023 returns "wednesday"
Dayofmonth	Returns the number corresponding to the day of the month for the given date.	Dayofmonth(date-time)	April 5th returns '5'
Dayofyear	Returns the number corresponding to day of the year for the given date.	Dayofyear(date-time)	April 5th 2023 returns "95"
Timestamp	Returns timestamp of the value	Timestamp(date-time)	Timestamp(Newdate(2022,02,10,11,30,'AM')) gives result as 1,171,107,000 Note: The above example is for the IST timezone. The values will changed based on the timezone of the user.

The input DateTime argument format should always be YYYY,MM,DD,HH,MM,AM/PM but the output will be displayed as per the selected Country Locale.
The string data type (YEAR/DAY/MONTH/HOUR/MINUTE) should be in UPPERCASE.
The resulting return value for the Datecomp function is always displayed in minutes.
If the date value is "0" the function returns null.

To create date time type formula fields

Log in to Zoho CRM with Administrator privileges.
Go to Setup > Customization > Modules and Fields.
Module refers to the Leads, Accounts, Contacts, etc. tabs.
Click the required module.
The Layout Editor opens.
Drag and drop the Formula field from the New Fields tray to the required module section on the right.
In the Formula Properties window, do the following:
- Enter id in the Label field.
- Select DateTime as the Formula Return Type from the drop-down list.
Constructing Formulas
Under Select Functions, select DateTime Functions from the drop-down list.
From the list of DateTime Functions, choose a function and click Insert.
(Alternatively, you can double-click on a function to insert)
In the Formula expression, click between the parenthesis to insert an argument.
Under Select Field column, choose a field and click Insert.
(Alternatively, you can double-click on a field to insert)
Under Select Operator column, choose an operator and click Insert.
Click Check Syntax to check the construction of the formula.
Click Save.

Create Boolean Formula Field

The following table helps you to understand the type of arguments required for boolean functions along with the type of syntax that needs to be formed.

Function	Description	Usage	Examples
If	Returns one of two values, depending on the value of a given logical condition. If the boolean test is true, If() returns the true value, otherwise returns the false value.	If(Boolean,Generic, Generic)*	If(8>7,1,0) returns "1.0" If(8>7,'True','False') returns "True"
And	Returns a true response if all expressions are true; returns a false value even if one of the expressions is false.	And(boolean,boolean ...)	And(2>1,5>3,7<8) returns "true" And(2>1,5>3,7>8) returns "false"
Or	Returns true if any one expression is true. Returns false if all expressions are false.	Or(boolean,...)	Or(2>1,3>5,7>8) returns "true" Or(1>2,3>5,7>8) returns "false"
Not	Returns the logical negation of the given expression(If the expression is true, returns false).	Not(boolean)	Not(false) returns "true" Not(true) returns "false"

* Generic implies any data type - Number, String, Datetime (including normal date) or Boolean. The return type depends on the selected data type. For instance, if the generic data type is a number, the return type should be Numeric and not string or boolean.

*Values of the String data type can be used with == and != operations inside If(), Or(), And(), and Not() library functions. For example, If ('abc' == 'abc', ${returnValue1}, ${returnvalue2})*

To create boolean type formula fields

Log in to Zoho CRM with Administrator privileges.
Go to Setup > Customization > Modules and Fields.
Module refers to the Leads, Accounts, Contacts, etc. tabs.
Click the required module.
The Layout Editor opens.
Drag and drop the Formula field from the New Fields tray to the required module section on the right.
In the Formula Propertieswindow, do the following:
- Enter id in the Label field.
- Select Boolean Functions as the Formula Return Type from the drop-down list.
Constructing Formula
Under Select Functions, select Boolean Functions from the drop-down list.
From the list of Boolean Functions, choose a function and click Insert.
(Alternatively, you can double-click on a function to insert)
In the Formula expression, click between the parenthesis to insert an argument.
Under Select Field column, choose a field and click Insert.
(Alternatively, you can double-click on a field to insert)
Under Select Operator column, choose an operator and click Insert.
Click Check Syntax to check the construction of the formula.
Click Save.

Formula Syntax Reference

The following table displays the functional reference for creating formulae along with their available arguments.

Numeric Functions

Function Name	No. of Required Arguments	Argument Data Type	Return Type
Abs	1	Number	Number
Ceil	1	Number	number
Floor	1	Number	Number
Naturallog	1	Number	Number
Base10log	1	Number	Number
Max	Multiple	All Number	Number
Min	Multiple	All Number	Number
Sqrt	1	Number	Number

String Functions

Function Name	No. of Required Arguments	Argument Data Type	>Return Type
Len	1	String	Number
Find	3	String: String: Number	Number
Concat	Multiple	All String	String
Contains	2	String: String	Boolean
Startswith	2	String: String	Boolean
Endswith	2	String: String	Boolean
Lower	1	String	String
Upper	1	String	String
Trim	1	String	String
Substring	3	String: Number: Number	String
Replace	3	String: String: String	String
Tostring	1	Any data type	String

DateTime Functions

Function Name	No. of Required Arguments	Argument Data Type	Return Type
Newdate	6	Number:Number:Number:Number:Number:String	Datetime
Datepart	1	Datetime	String
Timepart	1	Datetime	String
Adddate	3	Datetime: Number: String	Datetime
Subdate	3	Datetime: Number: String	Datetime
Now	0	-	Datetime
Datecomp	2	Datetime: Datetime	Number
Dayofmonth	1	Datetime	Number
Hour	1	Datetime	Number
Minute	1	Datetime	Number
Month	1	Datetime	Number
Year	1	Datetime	Number
Weekday	1	Datetime	Number

Boolean Functions

Function Name	No. of Required Arguments	Argument Data Type	Return Type
If	3	Boolean: Generic: Generic	Generic
And	Multiple	All Boolean	Boolean
Or	Multiple	All Boolean	Boolean
Not	1	Boolean	Boolean

Note

String constants should be enclosed within single quotes.
Generic implies any data type - Number, String, Datetime (including normal date) or Boolean.

Blank value computation

Note: This option is being released in a phased manner. It will soon be released to all users.

When you create a formula field, you can decide how blank values in participating fields are to be interpreted.

This is available under Blank value preference and you can pick one of the following options:

Consider blank values as empty.
Consider blank values as 0 for integers and decimals, "(empty) for strings.

The first option 'Consider blank values as empty' will be selected by default when you create a new formula field.

Consider the following example:

Rent is the formula field.
The formula used is: Number of units * Price of a unit * Period of storage required.
Number of units, Price of a unit, and Period of storage are all participating fields.
Period of storage is blank.

a) If Consider blank values as empty is chosen for the Rent field:
Period of storage is interpreted as empty, and the formula will not compute the result. So, Rent will remain blank or empty.

b) If Consider blank value as 0 for integers and decimals, '' for strings is chosen for the Rent field:
Period of storage is interpreted as 0, and the formula will compute the result based on this value.

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