Zoho Crm : Creating Formula Fields Step-by-Step Guide

Zoho Crm : Creating Formula Fields Step-by-Step Guide

Formula Fields enable you to perform numerical calculations using predefined functions and fields, allowing you to derive dynamic data essential for informed decision-making. Ideal for businesses that rely heavily on mathematical computations, this custom field simplifies and enhances your data operations.


Creating a Formula Field  

 To create a Formula Field, follow these steps:

  1. Navigate to Settings > Fields > Customize Fields > +Custom Field.

  2. Provide a field name and select Formula as the field type.

After selecting Formula as the field type, you must choose the Output Type. This specifies the type of result your formula will produce. Be careful with this choice, as it cannot be changed once saved.
A Formula Field consists of three main components:

  • Functions

  • Fields

  • Operators

In the Functions tab, a pop-up displays a list of available functions on the left side. Click on any function to add it to your formula. Hovering over a function reveals its syntax, description, and examples, offering helpful context.

 


Within the formula editor, use these shortcuts for quick access:

  1. @ to insert functions
  2. # to add field
  3. ​~ to add operators

 The formula editor also includes a "Check Syntax" button, which validates your formula and highlights any errors. You can only save the formula once it is error-free.

Adding Tooltips  

You can add a tooltip to your formula field to provide additional information. This tooltip will appear next to the formula field in the detail view.Handling Blank Values  

When creating a formula field, you can specify how to handle blank values in the fields used. This is managed under Blank Value Preference, where you can choose from:

  • Consider blank values as empty for strings (default): The formula won't produce a result if the field is blank.

  • Consider blank values as 0 for integers and decimals: The blank value is interpreted as 0.

For example, if you have a formula field Profit calculated as Revenue - Cost, and the Profit field is blank:

  • If blank values are considered empty: Revenue is seen as empty, and the formula leaves Profit blank.

  • If blank values are considered 0: Revenue is treated as 0, and the formula calculates Profit based on this value.

Permissions and Availability  

Both administrators and users with field-level permissions can access this feature. Note that the Formula Field feature is exclusively available to Premier Edition users, with a limit of 10 formula fields per module.

​

Help Documents and Feedback  

For more details, refer to the help documents:

  • [Formula Field: Overview]

  • [Use Cases]

For more details of application or implementation contact pfc-group.com.


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