Writing and Using Smart Form Formulas

Modified on Mon, 17 Nov at 11:50 AM

Overview

Formulas in Smart Forms allow you to calculate values, control field visibility, and automate workflows within projects.

This article explains where formulas are used, how to create them, and the different types of function fields.

Where Formulas Are Used

Formulas can appear in several areas of Smart Forms:

Location	Purpose
Calculated Fields	Perform calculations or combine field data.
Visibility Formulas	Control whether a field or page is visible.
Editability Formulas	Control whether a field can be edited.
Workflow Conditions	Decide what happens next in a workflow based on field values.

Smart Form Function Field Types

Each Smart Form “Function” field type must return a specific value type:

Function Field	Must Return	Typical Use
Text Function	Text (string)	Combine or format text fields.
Numeric Function	Number	Perform calculations between fields.
Checkbox Function	Boolean (true/false)	Create logic tests or conditions.
Dropdown List Function	ID of a dropdown option	Output selected dropdown item.
Date Function	Date	Return or manipulate a date value.

Example: Creating a Text Function Field

Add a Text Function field to your Smart Form.
In the formula editor, combine two project variables:
Save and recalc the page.

Visibility and Editability Formulas

Formulas can determine who can see or edit a field.

Example 1: Restrict access to Admins only

Displays the field or page only if the current user is an Admin.

Example 2: Show a field only for specific project types

Baseline Values

You can reference historical field values using baseline prefixes.

Prefix	Applies To	Description
F	PV / ID / KA	First approved baseline
L	PV / ID / KA	Last approved baseline
S	PV / ID / KA	First approved user baseline
T	PV / ID / KA	Last approved user baseline
Y	PV / ID / KA	First approved system baseline
Z	PV / ID / KA	Last approved system baseline

To get a baseline value, replace the leading letter(s) of the live variable with the appropriate baseline prefix shown above (e.g., PV2 → FV2 or LV2; ID22 → FD22 or LD22).

System Constants

System constants store reusable values, such as color codes or image IDs.

They help avoid repeating the same value across multiple formulas.

They are accessed under Administration > Smart Forms > System Constants and Images

Common Operators and Functions

Type	Examples	Notes
Logical	`AND`, `OR`, `NOT`	Used in conditions.
Arithmetic	`+`, `-`, `*`, `/`	`+` also joins text strings.
Conditional	`IF(condition, true, false)`	Core syntax used most often.
Null Handling	`ISNULL(ID19, 0)`	Prevents errors from empty fields.
String Functions	`LEN()`, `TRIM()`, `SUBSTRING()`	Manipulate text.