Formula Custom Fields

Formula fields are automatically calculated fields whose value is derived from a formula or expression. They allow you to define fields that can populate dynamically calculated data based on values returned from other standard or custom fields.

A formula contains one or many of the following,

Arithmetic and Logical Operations: Perform addition, subtraction, multiplication, division, or comparing items.

Numbers

Text strings

Function Calls - Perform specific calculations on the provided data to return a result.

Field Access - Retrieve the value of a specific field. For example, created time of work item etc.,.

Conditional ("IF") Expressions - Calculate and return different results based on a specified set of criteria.

We have the following Return Data Types,

Number
String
Date
DateTime
Boolean

Numeric Formula Field

A numeric function in formula fields lets you perform mathematical operations by using numeric data types.

The following table will help you understand the types of arguments required by numeric functions and the type of syntax to form.

Function Name	Description	Syntax	Return Type	Example
Abs	Returns the absolute value of a number	Abs(Number)	Number	Abs(-42) = 42 Abs(23.2) = 23.2
Ceil	Returns the smallest integer greater than or equal to the input.	Ceil(Number)	Number	Ceil(3.4) = 4 Ceil(-3.4) = -3
Floor	Returns the largest integer less than or equal to the input.	Floor(Number)	Number	Floor(3.4) = 3 Floor(-3.4) = --4
Max	Returns the maximum value from the specified list of numbers.	Max(Number1, Number2, Number3, ...)	Number	Max(1,2,5,4) = 5 Max(1,-6,5,-4) = 5
Min	Returns the minimum value from the specified list of numbers.	Min(Number1, Number2, Number3, ...)	Number	Min(3,1,5,8) = 1 Min(0,-4,-3,1) = -4
Sqrt	Returns the square root of a number.	Sqrt(Number)	Number	Sqrt(9) = 3 Sqrt(16) = 4
ToNumber	Converts any string that consists of only numbers into a numeric variable.	ToNumber(generic) Note: If an invalid number is provided it will return 0.	Number	ToNumber('1000') = 1000 ToNumber('1.32') = 1.32
Count	Returns the count of of numeric values passed as arguments.	Count(generic1, generic2, generic3, ...)	Number	Count('1','2',String) = 2 Count(1,'2','star','abc1') = 2
Average	Returns the average of the values passed as arguments.	Average(Number1, Number2, Number3, ...)	Number	Average(2,4,6) = 4 Average(2,5,7,9) = 5.75
Mod	Returns the remainder of a number after division.	Mod(dividend[Number], divisor[Number])	Number	Mod(10,3) = 1 Mod(12,3) = 0
Round	Returns a number rounded to given number of digits.	Round(Number, noOfDigits[Number])	Number	Round(10.968,2) = 10.97
Sum	Returns the sum of the values passed as arguments.	Sum(Number1, Number2, Number3, ...)	Number	Sum(1,5,6) = 12

To create a numeric formula field,

Drag and drop the Formula custom field
Enter the name of your field.
Choose a return type.
Choose Numeric in the All Functions drop-down.
You can either enter your own formula expression or create your expression using the provided fields.
Choose the privacy preferences and click Create .

String Formula Field

A string is an array of characters and can contain space, numbers, symbols or values within quotes to differentiate it from a number or a name.

The following table will help you understand the types of arguments required by string functions and the type of syntax to form.

Function Name	Description	Syntax	Return Type	Example
Strlen	Returns the length of the string.	Strlen(String)	Number	Strlen('test') = 4
Find	Returns the search letter's position within the string.	Find(String, searchString[String], startPosition[Number]**) Note: startPosition - startsWith 1.	Number	Find('greenery','n',1) = 5 Find('greenery','e',5) = 6
Concat	Returns the concatenation of all the string params.	Concat(String1, String2, ...)	String	Concat('Zoho',' ','Sprints') = 'Zoho Sprints'
Contains	Returns 'true' if and only if this string contains the search string. Otherwise returns 'false'.	Contains(String, searchString[String])	Boolean	Contains('abcdef','cd') = true Contains('abcdef','jk') = false
Startswith	Returns 'true' if the string begins with the search string, otherwise it returns 'false'.	Startswith(String, searchString[String])	Boolean	Startswith('abcdef','ab') = true Startswith('abcdef','jk') = false
Endswith	Returns 'true' if the string ends with the search string, otherwise it returns 'false'.	Endswith(String, searchString[String])	Boolean	Endswith('abcdef','ab') = true Endswith('abcdef','jk') = false
Tolower	Converts all letters in the input string to lowercase.	Tolower(String)	String	Tolower('APPLE') = 'apple' Tolower('Apple') = 'apple'
Toupper	Converts all letters in the input string to uppercase.	Toupper(String)	String	Toupper('Apple') = 'APPLE' Toupper('apple') = 'APPLE'
Trim	Removes the leading and trailing spaces from the input string.	Trim(String)	String	Trim(' abcd ') = 'abcd' Trim(' ab cd ') = 'ab cd'
SubString	Returns a substring of the input string, from the specified beginIndex and endIndex.	SubString(String, beginIndex[Number], endIndex[Number]**) Note: beginIndex - startsWith 1.	String	SubString('abcdefg',4,7) = 'defg'
Replace	Replaces each occurrence of the search string in the input string with the replacement string.	Replace(String, SearchString[String], replacementString[String])	String	Replace( 'abcdefg' , 'abc' , 'xyz' ) = 'xyzdefg' Replace( 'abcdefg' , 'def' , 'xyz' ) = 'abcxyzg'
Strsplit	Split the string based on the given separator and return nth (returnIndex) portion of the string.	Strsplit(String, returnIndex[Number], separatorToSplit[character]**) Note: separatorToSplit = ' ' is defaultValue returnIndex - startsWith 1.	Strsplit	Strsplit('abc def ghi',2,' ') = 'def'
ToString	Converts any argument into string.	ToString(generic)	String	ToString(1.2) = '1.2' ToString(true) = 'true'

To create a string formula field,

Drag and drop the Formula custom field
Enter the name of your field.
Choose a return type.
Choose String in the All Functions drop-down.
You can either enter your own formula expression or create your expression using the provided fields.
Choose the privacy preferences and click Create .

DateTime Formula Field

DateTime functions can be used in formula fields to retrieve the date and time information in a specific format.

The following table will help you understand the types of arguments required by numeric functions and the type of syntax to form.

Function Name	Description	Syntax	Return Type	Example
Newdate	Creates a date from the year, month, day, and time params.	Newdate(year[Number], month[Number], day[Number], hour[Number], minute[Number], AM/PM**)	DateTime, Date	Newdate( 2021,12 ,21, 06 ,30 ,'AM' ) = 21/12/2021 06:30 AM
Datepart	Returns the date of the DateTime expression.	Datepart(DateTime)	String	Datepart( Newdate( 2021 ,12 ,21 ,06 ,30 ,'AM' ) ) = '21/12/2007 '
Timepart	Returns the time from the DateTime expression.	Timepart(DateTime)	String	Timepart( Newdate( 2021 ,12 ,21 ,06 ,30 ,'AM' ) ) = '6:30 AM'
Adddate	Returns the date by adding n (year/day/month/hour/min) to the given date.	Adddate(DateTime, NumberToAdd[Number], String) Note: String - 'YEAR' or 'MONTH' or 'DAY' or 'HOUR' or 'MIN' (case-sensitive).	DateTime, Date	Adddate( Newdate( 2021 ,12 ,21 ,06 ,30 ,'AM' ) ,2 ,'YEAR' ) = 21/12/2023 06:30 AM Adddate( Newdate( 2021 ,9 ,21 ,06 ,30 ,'AM' ) ,2 ,'MONTH' ) = 21/11/2021 06:30 AM
Subdate	Returns the date by subtracting n (year/day/month/hour/min) from the given date.	Subdate (DateTime, NumberToSubtract[Number], String) Note: String - 'YEAR' or 'MONTH' or 'DAY' or 'HOUR' or 'MIN' (case-sensitive).	DateTime, Date	Subdate ( Newdate( 2021 ,12 ,21 ,06 ,30 ,'AM' ) ,2 ,'YEAR' ) = 21/12/2019 06:30 AM Subdate ( Newdate( 2021 ,9 ,21 ,06 ,30 ,'AM' ) ,2 ,'MONTH' ) = 21/7/2021 06:30 AM
Datecomp	Returns the difference in time ( milliseconds) between two days. If the first date is greater than the second date, the result is positive. Otherwise the result is negative.	Datecomp( DateTime, DateTime )	Number (Time difference in milliseconds)	Datecomp( Newdate(2021 ,05 ,19 ,11 , 30 ,'AM') , Newdate(2021 ,05 ,19 ,11 ,00 , 'AM') ) = 1800000
Dayofmonth	Returns the number corresponding to day of the month for the given date.	Dayofmonth( DateTime )	Number	Dayofmonth(Newdate( 2021,05,19,11,30,'AM')) = 19
Hour	Returns number corresponding to the hour (24-hour clock format) in the given time.	Hour( DateTime )	Number	Hour (Newdate( 2021,05,19,11,30,'AM')) = 11
Minute	Returns the number corresponding to the minute in the given time.	Minute( DateTime )	Number	Minute (Newdate( 2021,05,19,11,30,'AM')) = 30
Month	Returns the number corresponding to the month in the given date.	Month( DateTime )	Number	Month (Newdate( 2021,05,19,11,30,'AM')) = 5
Year	Returns the number corresponding to the year in the given date.	Year( DateTime )	Number	Year (Newdate( 2021,05,19,11,30,'AM')) = 2021
Weekday	Returns the number corresponding to the weekday in the given date. Note: 1- Sunday, 2 - Monday, 3 - Tuesday and so on	Weekday( DateTime )	Number	Weekday (Newdate( 2021,05,19,11,30,'AM')) = 3
Fromnow	Returns the difference between current date and input date.	Fromnow( DateTime )	Number	Fromnow(Newdate ( 2021,10,26,11,00,'AM')) = 3d 1h (If current date is 23-10-2021 10:00 AM)
Now	Returns current date and time.	Now()	DateTime, Date	Now() = 25/01/2022 7:28 PM (if current date and time is 25 Jan 2022 7:28 PM)
Todaystart	Returns Today's date with business start time.	Todaystart(setbusinessstart[boolean]**)	DateTime, Date	Todaystart(false) =25/01/2022 12:00 AM (if current date is 25 Jan 2022) Todaystart(true) = 25/01/2022 9:00 AM (if business hour starts at 9:00 AM) Note: true - return today's business hour start time false - return today's start time
Todayend	Returns Today's date date with business end time.	Todayend(setbusinessend[boolean]**)	DateTime, Date	Todayend(false) = 25/01/2022 11:59 PM (if current date is 25 Jan 2022) Todayend(true) = 25/01/2022 6:00 PM (if business hour ends at 6:00 PM) Note: true - return today's business hour end time false - return today's end time
Formatdate	Formats the date in the given format.	Formatdate(DateTime, dateTimeFormat[String]*) Note: dateTimeFormat is an optional parameter - If not given date and time will be displayed based on org date and time settings*	String	Formatdate (Newdate( 2021,12 ,26 ,06 ,30 ,'AM' ), 'dd/MM/yyyy hh:mm aa') = '26/12/2021 06:30 AM'
Formatduration	Formats the duration given in milliseconds as a string.	Formatduration( durationInMilliSeconds, separator[String]** ) Note: separator=' ' is the defaultValue.	String	Formatduration( 4202349 ) = 1h 10m 2s
Durationtodays	Convert duration given in milliseconds to days.	Durationtodays( durationinMilliseconds[Number] )	Number	Durationtodays( 2678400000) = 31
Durationtohours	Convert duration given in milliseconds to hours.	Durationtohours( durationinMilliseconds[Number] )	Number	Durationtohours( 18000000 ) = 5
Durationtominutes	Convert duration given in milliseconds to minutes.	Durationtominutes( durationinMilliseconds[Number] )	Number	Durationtominutes( 18000000 ) = 300

To create a DateTime formula field,

Drag and drop the Formula custom field.
Enter the name of your field.
Choose a return type.
Choose Date Time in the All Functions drop-down.
You can either enter your own formula expression or create your expression using the provided fields.
Choose the privacy preferences and click Create .

Boolean Formula Field

A boolean function calculates the result based on the logical manipulation of the input. It determines the entities with just two values, true or false, along with and, or, and not.

The following table will help you understand the types of arguments required by boolean functions and the type of syntax to form.

Function Name	Description	Syntax	Return Type	Example
If	Returns one of the two values, depending on a logical condition.	If(boolean, generic1, generic2)	Generic	If(5>7,1,0) = 0 If(8>7,'true','false') = 'true'
And	Returns 'true' if all expressions are true. Otherwise returns 'false'.	And(boolean1,boolean2, ...)	Boolean	And(5>6,4==4,6>7) = false And(5<6,4==4,8>7) = True
Or	Returns 'true' if any one of the expressions is true. Otherwise returns 'false'.	Or(boolean1,boolean2, ...)	Boolean	Or(5<6,4==4,6>7) = True Or(2>6,4==3,3>7) = false
Not	Returns the logical negative of the given expression.	Not(boolean)	Boolean	Not(true) = false Not(false) = true

To create a boolean formula field,

Drag and drop the Formula custom field
Enter the name of your field.
Choose a return type.
Choose Boolean in the All Functions drop-down.
You can either enter your own formula expression or create your expression using the provided fields.
Choose the privacy preferences and click Create.

Note:

Return Type of a formula field cannot be edited after creating it.
A maximum of 10 fields can be used in a formula field.
A maximum of 5 nested functions can be used in a field.
Formula fields cannot be set mandatory.
If the empty field is numeric, it will be considered as 0, if it is string it’ll be considered as "".

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