Formula Expressions

About Formula Expressions

Formula expressions give you the ability to calculate dynamic values and apply dynamically-generated criteria to a search.

Formula expressions are used in these areas of the platform:

Default Field values Layout Rule#Settings Computed Fields in Reports Formula Fields Macro Visibility Criteria Rule Execution Criteria Rule Actions to add or update a record Validation Criteria

Custom Access Criteria Input mapping specified for: Web Service definition External Data Source#Settings External Lookup#Lookup Service Configuration External Lookup#Search Service Configuration Process Model#Execute Web Service

Building a Formula Expression

A formula expression is essentially equivalent to a spreadsheet formulas. Formula expressions are built from fields, operators, functions, and values.

Typically, formula expressions are built using the buttons and drop down lists provided in the Formula Builder, but they need not be. A fully-formed expression can simply be typed or pasted into the builder's expression-box text area.

Values

A number, date, or string you enter into the expression:

• A string or date needs to be enclosed in single quotes. For example: 'ABC Company'.
• You specify an empty string using two single quotes with nothing between them: ''

Fields

The name of an object Field, a Computed Field, or a Referential Field (to reference a field in a related object).

Functions

One of the built-in Formula Functions. Functions can nest to arbitrary depth.

For example, to create a conditional expression, start by selecting the logical IF function from the drop down (which gives you a template), or else type in the conditional expression in a format like this:

IF (test, value-if-true, value-if-false)

Note: Unlike Filter Expressions, and/or logic in a Formula Expression is added using the functions AND(boolean_expression_1, boolean_expression_2) and OR(boolean_expression_1, boolean_expression_2). Learn more: Formula Functions#Logical Functions

Operators

Available operators are:

Operator	Name	Description	Examples
!=	Not Equal	Evaluates if two numbers/strings/boolean values are not equal in value, and returns TRUE if the numbers/strings/boolean values are not equal	Is the listed price not equal to $100? Listed_Price != $100
&&	Logical AND	Compares two Logical Boolean expressions, and returns TRUE if both conditions are TRUE	Is the total amount greater than $10,000 and the requested delivery date in the future? total_amount > 10000 && delivery_date > TODAY (NOW())
>	Greater Than	Evaluates if a number is greater than another number, and returns TRUE if the condition is met	Are sales greater than the quota of $10,000/month? Quota> 10000
>=	Greater Than or Equal To	Evaluates if a number is greater than or equal to another number, and returns TRUE if the condition is met	Are sales greater than or equal to the quota of $10,000/month? Quota>= 10000
<	Less Than	Evaluates if a number is less than another number, and returns TRUE if the condition is met	Are sales less than the quota of $10,000/month? Quota< 10000
<=	Less Than or Equal To	Evaluates if a number is less than or equal to another number, and returns TRUE if the condition is met	Are sales less than or equal to the quota of $10,000/month? Quota<= 10000
( )	Parentheses or Brackets	Creates groups of expressions Evaluates the expressions between the open and closed brackets before evaluating the parts of the expression outside of the brackets	Multiply the price by the number of units, then apply a discount to the resulting value (Number_of_Units * Price) - Discount
*	Multiply	Multiplies two numbers	Multiply the total amount due by a discount amount Total_Due * Discount_%
+	Plus or Concatenate	Has two functions: Calculates the sum of two numbers Joins multiple text strings into one text string	Returns the sum of the tax and shipping: (SubTotal * Tax) + Shipping Creates a value formatted for Sorting (by last name) LASTNAME + ', ' + FIRSTNAME
-	Minus	Calculates the difference between two numbers	Calculate the number of units yet to be delivered Quantity_Ordered - Quantity_Received
/	Divide	Divides a number by another number	Divide a yearly sales quota by 12 to find a monthly quota amount Quota/ 12
=	Equal	Evaluates if two numbers are equal in value, and returns TRUE if the condition is met	Is the price equal to $100? Price=$100
||	Logical OR	Compares two Logical Boolean expressions, and returns: TRUE if either of the conditions are TRUE	Is the total amount is greater than $10,000, or is the requested delivery date in the future? total_amount > 10000 || delivery_date > TODAY (NOW())

Examples

Here are some examples of typical Formula Expressions.

Simple Formula Expressions

In a reservations application, there are fields for Creation Date, Check In Date, and Check Out Date. A formula field can calculate the number of days between the Creation Date and Check In Date. To create such a formula field, use the date fields and the DATECOMP formula function. DATECOMP will give a positive result when the later date is the first operand. It will give a negative result if the later date is the second operand.

Formula Expression	Description
DATECOMP(check_in_date, creation_date)	Compare the future Check In Date and the reservation Creation Date, and return the difference in the number of days
DATECOMP(TODAY(), check_in_date)	To build a complex expression, nest the expressions. This example compares Today's Date to the Check In Date and returns the difference in the number of days. (TODAY returns the current date.)
IF((DATECOMP(check_in_date, TODAY())<2), 'Rush', 'Standard')	A more complex example uses the logical formula function IF to return one of two text results: 'Rush' if the Check In Date is less than two days from today, and 'Standard' if the Check In Date is two days or more away.

Complex Formula Expressions

Examples of complex Expressions.

Formula Expression	Description
age = (datesub (now(), DOB)) / 365.25	calculates age, based on date of birth (DOB)
discount = (pre_discount_amount * (2.5 /100)) + total_amount	calculates a discounted price
IF(probability = 1, ROUND(amount * 0.02, 2), 0)	calculates the 2% commission amount of an opportunity that has a probability of 100%; all other opportunities have a commission value of zero.
SUBSTRING(phone, 2, 4) + SUBSTRING(phone, 7, 9) + SUBSTRING(phone, 11, 14)	removes the parentheses, spaces and dashes from a telephone number in the US format (xxx) xxx-xxxx
SUBSTRING(phone, 1, 3) + SUBSTRING(phone, 5, 7) + SUBSTRING(phone, 9, 12)	removes the dashes from a telephone number in the US format xxx-xxx-xxxx
IF((STARTSWITH(phone,'(')), (SUBSTRING(phone, 2, 4) + SUBSTRING(phone, 7,9) + SUBSTRING(phone, 11,14) ), (SUBSTRING(phone, 1,3) + SUBSTRING(phone, 5, 7) + SUBSTRING(phone, 9, 12)) )	checks a telephone number to see if it starts with an open parenthesis and if so removes the parentheses, dashes and spaces; otherwise, the expression removes the dashes from the telephone number
IF(AND(IF(DATESUB(TODAY(), payment_due_date)>0, true,false), payment_status ='UNPAID'), 'PAYMENT OVERDUE', null)	determines if the payment due date is past and the payment status is "UNPAID"; if true, it returns "PAYMENT OVERDUE" and null otherwise
IF(OR(category!='IT', AND (category='IT', amount <3000)),true, false)	checks for a department (IT department) and amount less than $3000; returns TRUE if the department is not "IT"; also returns TRUE if the department is "IT" and the amount is less than $3000
IF(AND(ISNEW(),IF(DATESUB(TODAY(), close_date)>0, true, false)), true, false)	checks new opportunities, returning TRUE if it has a close date that is in the future; returns FALSE if close date is in the past
IF(OR(priority='High', status='New'), ROUND(DATESUB(NOW(), created_date)), 0)	returns the number of days a case has been open if the status is new or the priority is high; returns zero otherwise