Feature overview video
A formula works out a value from other fields in the same record, so nobody has to type it. You write it once in a Formula field, and SmartSuite updates the result every time the fields it reads change.
Here is the test: can the answer be worked out from what the record already holds? A score from ratings, a number of days from two dates, or a label from a status are all formulas.
Example: a Vendors table in a vendor risk program. Inherent Risk Score adds up the risk behind the data each vendor can see. Days Until Renewal counts down to the contract renewal. A third formula turns the score into a review level.
The Advanced Editor of the Inherent Risk Score field, with the field list on the left, the formula in the middle and the Help panel on the right.
Plan Availability | All plan types. |
Permissions | Administrators and Solution Managers create and change Formula fields. Everyone who can see the field sees its result. |
Platform | Web |
Related Reading |
Adding a formula
A formula lives in a Formula field.
In Grid View, select the + at the right end of the column headers. In an open record, select the + beside any field.
Select Formula and name the field.
The formula window opens in the middle of the screen. Build the formula, then select Add Field.
The window starts in the simple editor. Turn on Advanced Editor at the bottom left for the full editor. Formula Field: calculate from other fields walks through every part of the window.
The parts of a formula
A formula is built from four kinds of pieces.
Fields, in square brackets: [Annual Contract Value]. The formula reads the value of that field in the same record.
Operators, such as + and * for math, and = and > to compare.
Functions, such as SUM, IF and DATEDIFF. Each one takes values in brackets and gives back a result.
Text, in double quotes: "Full assessment".
In the Advanced Editor, the list on the left has a tab for each: Fields, Operators and Functions. Select a row to insert it where the cursor is.
Tip: Select the ? beside any field, operator or function in the list. The Help panel on the right shows what it does, how to write it, and an example.
Three formulas for the Vendors table
Add up a score. Inherent Risk Score totals the number behind each data type in Data Types Accessed:
SUM(NUMERICVALUE([Data Types Accessed]))
Count days. Days Until Renewal counts the days from today to the renewal date:
DATEDIFF(TODAY(), [Contract Renewal Date], "days")
Pick a label. Review Level turns the score into a decision:
IF([Inherent Risk Score] >= 7, "Full assessment", "Questionnaire")
Formula examples: totals, text, dates and status has many more, ready to copy.
What a formula can give back
A formula's result is a number, text or a date. You can sort, filter and group a view by it, and use it in charts and reports.
For a number, the Formatting tab in the Advanced Editor shows it as a plain number or as currency, with the precision you pick.
People cannot type over a result, so it always matches the fields it reads.
Fixing a formula the editor will not accept
While a formula cannot be read, a red Error box under the editor gives the reason, such as "Invalid syntax." The field cannot be saved until the error is fixed.
The usual causes are a missing bracket or quote, and a field name that is spelled wrong. See Formula Field Error Messages.
Note: A formula's result is read only. To change it, change the fields it reads or change the formula.
Formulas and other calculated fields
Formula is one of four fields that work out their own value.
Lookup shows a value from a linked record, such as a contract's vendor tier.
Count counts linked records, such as a vendor's number of contracts.
Rollup totals or averages a field across linked records.
Formula does any math, logic or text work you write, in the record or across a link.
Use Lookup, Count or Rollup when they do the job, because they need no formula. Use a formula when you need a condition or a calculation they cannot do. A formula can also read linked records. See Reference data from other tables in a formula.
Frequently asked questions
Where is the full list of functions?
Where is the full list of functions?
Formula Functions & Operators lists every operator and function, with its syntax and an example.
How do I calculate an age or a number of days?
How do I calculate an age or a number of days?
Use DATEDIFF with two dates and a unit, such as "days" or "years." See Date Based Formulas.
Can a formula give each record an ID?
Can a formula give each record an ID?
Use an Auto Number field. A formula can then add text to it, such as "VEN-" + [Auto Number].
How do I add up a value across linked records?
How do I add up a value across linked records?
SUM([Contracts].[Annual Contract Value]), where Contracts is the Linked Record field.
Can I leave notes in a formula?
Can I leave notes in a formula?
Yes. In the Advanced Editor, anything after a # on a line is a comment and is ignored.
Last verified 1 Nov 2026.