Configure a Calculated Field

1. Access the Calculated Fields Administration form.
2. Click Select next to the field you wish to configure for calculation. The rule definitions and calculated values will appear at the bottom of the screen.

   

Add Rule Definitions

Once the field has been selected, you must apply rules that determine which values will be "calculated" for the selected field based on the input values of other fields. Each rule must include at least one And/Or selection and requires the user to chose a field, condition, and a value.

1. Click Add New Rule.

   

2. Select And or Or from the drop-down list in the Edit Calculated Field Rule section.
3. Select the field whose value will be used in the rule.
4. Select a condition from the drop-down list (e.g. equals, contains etc.).

   Note: This table describes condition descriptions and values when adding rule definitions

   Condition	Description	Values
   Equals	Allows for user to enter a single exact value to be found and returned	Input a single value, number or text
   Not Equals	Allows for user to enter a single exact value, that should not be returned	Input a single value, number or text
   Contains	Number or text (exact or partial) that is found in the field	Number or text
   Not Contains	Number or text (exact or partial) that is not found within that field	Number or text
   Greater than	Value that all returns must be higher than	Number or text
   Less than	Value that all returns must be less than	Number or text
   Greater than or equal to	Value that all returns must be equivalent to or higher than	Number or text
   Less than or equal to	Value that all returns must be equivalent to or less than	Number or text
   Between	Brings up two fields with an “and” statement between	Number or text
   In	Brings up a pick list with the values found in that particular field. Records with this value found will be returned	Multi-selections are possible.
   Not in	Inverse of the “not in” parameter, meaning that selections with these records will not be in the return list.	Multi-selections are possible.
   Begins with	Records where the value begins with a particular text entry will be returned.	Number or text
   Ends with	Records where the value ends with a particular text entry will be returned.	Number or text
   Is Null	Records where the value is null for a particular field will be returned (e.g. show me risks where the control name is null would show you risks that do not have controls linked to them).	Number or text
   Is Not Null	Records where the value is not null for a particular field will be returned (e.g. show me risks where the control name is not null would show you risks that have controls linked to them).	Number or text

5. Enter a value or select an option in the last text box.

   Note: The values displayed in the drop-down list will vary based on the condition and field selected.

6. Click Add.
7. (Optional) Select the parameter from the filter box and select the Move Up or Move Down arrows to change the order.
8. Click Submit.

Note: Rules are executed in the order displayed. Drag and drop the rules to change their order of execution.

Add Default Value

Once all the rules have been established, you can set a default value that the field will return if the rules are not met.

1. Click Edit in the Default Value section.
2. Add the value and click Save.

Note: You may enter numbers or text for the default value based on the type of field (e.g. decimal, text etc.).

Execute Rules for Existing Data

Once the rules have been defined, you have the option to auto-calculate existing data according to the new rules by clicking Execute Rules at the bottom of the screen. This will locate the specific fields that have been configured to calculate on all risk, action plan and objective forms and update the existing data based on the rules. Moving forward, fields will automatically calculate based on the rules as long as this feature is enabled. See Enable/Disable a Calculated field for additional information.