{"id":2589,"date":"2020-02-13T17:26:03","date_gmt":"2020-02-13T17:26:03","guid":{"rendered":"https:\/\/support.ospreyapproach.com\/?post_type=pracctice_guide&p=2589"},"modified":"2024-05-24T08:09:46","modified_gmt":"2024-05-24T07:09:46","slug":"add-and-use-formulae","status":"publish","type":"pracctice_guide","link":"https:\/\/ospreyapproach2022.wireddemo.co.uk\/support\/guides\/add-and-use-formulae\/","title":{"rendered":"Add and Use Formulae"},"content":{"rendered":"
\n\n

Who is this guide for?<\/strong><\/p>\n

<\/i> Case Management Supervisors<\/strong> and System Supervisors<\/strong><\/p> \n<\/div>\n\n\n\n

This guide will show you how you can add Formulae into Osprey to automatically populate your letters and dossier fields<\/h2>\n\n\n\n

Please note that only Supervisor level users are able to create Formulae.<\/p>\n\n\n\n

Navigate to your \u2018Supervisor\u2019 tab and select \u2018Case Management Setup\u2019. Then select the \u2018Formulae\u2019 tab from the resulting menu, as highlighted below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Any formulae previously created will be visible here. To add a new formulae, click on the \u2018New\u2019 button at the top of the screen.<\/p>\n\n\n\n

The following screen will now appear:<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

<\/p>\n\n\n\n

Formulae can be used to perform mathematics on numeric fields, for example if you wished to add together two numeric dossier fields, you would be able to create a formulae for them and have the result appear in your dossier or in a standard document.<\/p>\n\n\n\n

You can also use them to join together text fields to prevent duplication of any data. For example, a client\u2019s full name would normally be separated into title, forename and surname. With a formulae, you could have all three display at the same time, which would be useful when adding this data to legal forms and documents.<\/p>\n\n\n\n

Numeric Fields<\/p>\n\n\n\n

The most common use of the Formula function is to perform sums on chosen numeric dossier fields. Please note that these functions will only work if the dossier field is set as a numeric field \u2013 So either integer or decimal.<\/p>\n\n\n\n

On the \u2018Add Formulae\u2019 screen, enter a Formula Name, which must be a unique name, and a description, as below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Underneath the name and description area is the \u2018Filter Fields\u2019 section. This will allow you to select the fields that you would like to be part of your formulae.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

You may take any field from your client or dossier area. Once you have selected the relevant type, use the \u2018Page\u2019 drop-down list to select the location of the field. In our example, we will include two Disbursement fields to add together.<\/p>\n\n\n\n

Underneath the \u2018Filter Fields\u2019 area will be the \u2018Formula\u2019 section. This is where you can select a function for your formula, an operator to include a calculation and the fields you would like to include.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Scroll down the box and double-left click on any functions or fields you wish to include in your formula. These will then be placed into the large formula editor panel to the right of the \u2018Fields\u2019 area. When first added, the fields will just appear as one long string of text as shown in the screenshot below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

You can now add separators between the fields to denote spacing if you wish, or add a function.<\/p>\n\n\n\n

In this example, we will add our fields together.<\/p>\n\n\n\n

Under the \u2018Operators\u2019 area, double-left click the \u2018Add\u2019 option to add a + symbol to the formula.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

You can now place the + symbol in between the fields you wish to add together, as shown below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

This formula will add the present fields together. You can add any other operators you wish, such as Subtract, Multiply or Divide.<\/p>\n\n\n\n

To ensure the validity of the formula, there is a \u2018Validate\u2019 button directly under the \u2018Formula\u2019 heading. Select this and you will see one of these two messages:<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

If you see the \u2018Invalid Formula\u2019 message, then the text in the Formula Editor is incorrect and will need to be amended. The \u2018Formula is Valid\u2019 message advises that the formula is correct and can be used.<\/p>\n\n\n\n

You can now click the \u2018Save\u2019 option at the top of the screen.<\/p>\n\n\n\n

Text Fields<\/p>\n\n\n\n

We will use the Client Name as an example. On the \u2018Add Formulae\u2019 screen, enter a Formula Name, which must be a unique name, and a description, as below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Underneath the name and description area is the \u2018Filter Fields\u2019 section. This will allow you to select the fields that you would like to be part of your formulae.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

You may take any field from your client or dossier area. Once you have selected the relevant type, use the \u2018Page\u2019 drop-down list to select the location of the field. In our example, the client names are located in the \u2018Linkname\u2019 table, so we will select this.<\/p>\n\n\n\n

Underneath the \u2018Filter Fields\u2019 area will be the \u2018Formula\u2019 section. This is where you can select a function for your formula, an operator to include a calculation and the fields you would like to include.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

For a text field, you will only need to select the relevant fields you need from the \u2018Fields\u2019 box. Scroll down the box and double-left click on any fields you wish to include in your formula.<\/p>\n\n\n\n

These will then be placed into the formula editor to the right of the \u2018Fields\u2019 area. When first added, the fields will just appear as one long string of text as shown in the screenshot below. You can now add separators between the fields to denote spacing.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

To separate the fields, you must add the text &’ ‘& between each one, as shown in the example below.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Now, you can place any text between the apostrophes which will then be pulled through into the formula. In this example, a space will be added to separate the title, forename and surname.<\/p>\n\n\n\n

To ensure the validity of the formula, there is a \u2018Validate\u2019 button directly under the \u2018Formula\u2019 heading. Select this and you will see one of these two messages:<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

If you see the \u2018Invalid Formula\u2019 message, then the text in the Formula Editor is incorrect and will need to be amended. The \u2018Formula is Valid\u2019 message advises that the formula is correct and can be used.<\/p>\n\n\n\n

You can now click the \u2018Save\u2019 option at the top of the screen.<\/p>\n\n\n\n

Using Your Formula<\/p>\n\n\n\n

Now that your formula has been validated and saved, you will be able to use it on your dossier pages and standard documents.<\/p>\n\n\n\n

Navigate to the Dossier Fields area under the Supervisor > Case Management Setup tab and select the \u2018New\u2019 button at the top of the screen.<\/p>\n\n\n\n

Enter a unique field ID and a description, then select \u2018Formula\u2019 from the \u2018Type\u2019 drop-down list. A new drop-down will appear titled \u2018Use Formula\u2019. Here you can select the formulae to link to the dossier field. We will link our Client Name field.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Now click \u2018Save\u2019 to add your new field.<\/p>\n\n\n\n

You can now add your field to a relevant dossier page as you would with a normal dossier field.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Once added at an appropriate place in your dossier page, the information will be brought through upon accessing the dossier under the Case Management tab.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

A formula can also be added to a standard document without the need to link the relevant dossier field, although you may still do this if you wish.<\/p>\n\n\n\n

To simply link the formula, navigate to the Standard Documents area under the Supervisor > Case Management Setup tab. Now right-click on the document you wish to add the formula to and select the \u2018Fields\u2019 option.<\/p>\n\n\n\n

From the \u2018Standard Document Fields\u2019 area, select the \u2018Formula\u2019 radio button.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Now from the list of available formula, tick the box corresponding to the one you wish to add and select the \u2018Save\u2019 button to link the field to the document.<\/p>\n\n\n

\n
\"\"<\/figure>\n<\/div>\n\n\n
\"\"<\/figure>\n\n\n\n

<\/p>\n\n\n\n

You can now add the formula (highlighted above) to your document in the same way that you would add a normal dossier field.<\/p>\n","protected":false},"excerpt":{"rendered":"

Formulae can be used to perform mathematics on numeric fields and have the result appear in your dossier or in a standard document.<\/p>\n","protected":false},"author":23,"featured_media":0,"template":"","categories":[236],"tags":[],"class_list":["post-2589","pracctice_guide","type-pracctice_guide","status-publish","hentry","category-supervisor-case-management-setup-browser"],"acf":{"display_as_dashboard_announcement":false,"announcement_title":"","announcement_type":"New feature","announcement_link_text":"Learn more","announcement_image":null},"yoast_head":"\nAdd and use Formulae | Osprey Academy - Customer Support and Training Centre<\/title>\n<meta name=\"description\" content=\"A step-by-step guide to add Formulae into Osprey to automatically populate your letters and dossier fields.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ospreyapproach2022.wireddemo.co.uk\/support\/guides\/add-and-use-formulae\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Add and use Formulae | Osprey Academy - 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