Formula configuration guide | Smart Access Help Center
Formula configuration guide
Written by Noopur Desai
October 15, 2025
This guide explains how to configure Formulas in the Smart Access platform based on Choice Templates. It covers the purpose of each section, the role of choice templates, operators, and advanced configuration options. This guide includes:
- Introduction
- Accessing the Formula Configuration Page
- Formula Builder
- Step-by-Step Guide to Building a Formula
- Best Practices
- Troubleshooting Common Issues
- Key Takeaways
Introduction
The Formula Configuration feature in Smart Access enables building custom mathematical expressions that transform observation data into meaningful performance metrics.
By leveraging Choice Templates and Operators:
- Automate the calculation of KPIs such as productivity, quality, or efficiency.
- Standardize how performance is measured across teams and locations.
- Simplify reporting by generating consistent and reliable results.
Key Concept:
A Formula defines the mathematical logic applied to observation data. Choice Templates provide the data inputs used within the formula.
Accessing the Formula Configuration Page
To configure a formula:
- From the left-hand navigation panel, go to Observations → Formulas.
- Click + New Formula to create a new formula, or select an existing one to edit.
The configuration page consists of three main sections:
- Details – Define the formula’s title, description, and applicable observation type.
- Formula Builder – Add choice templates, apply operators, and configure the output.
- Named Result – Present results as descriptive labels rather than raw numerical scores.
Formula Builder
The Formula Builder is used to design the calculation logic.
Choice Templates
- Represent Choice templates scores collected during observations (e.g., Pace, Utilization, Method).
- Select a template from the dropdown menu and click + Add to include it in the formula.
- Each template supports various aggregation methods (e.g., Average, Sum, Count).
Example:
- Pace (Average)
- Utilization (Average)
- Method (Average)
Operators
Operators define the mathematical relationship between templates.
Available operators:
- Addition (+)
- Subtraction (–)
- Multiplication (×)
- Division (÷)
- Parentheses for grouping and prioritizing operations
- Numeric input (#) for constants
Example:
(Pace (Average) + Utilization (Average) + Method (Average)) ÷ 3
This formula calculates the average performance score across three metrics.
Display Results as Percentage
- Enable this option to express the output as a percentage by appending “%” to the result.
- Commonly used for utilization, efficiency, or compliance-related metrics.
Named Result
- Enables you to display the output as a descriptive label instead of a numerical value.
- Helps non-technical users interpret results more easily.
Example:
- Numeric result: 0.87
- Named result: High Performance
Recommendation:
Define clear labels such as “Below Target”, “On Track”, and “Exceeds Expectations” to enhance clarity for managers.
Step-by-Step Guide to Building a Formula
To configure a formula, first navigate to Observations → Formulas. Click + New Formula or select an existing one to edit. Begin by entering a descriptive Title (for example, PUMP) and providing a clear Description, then choose the appropriate Observation Type. Next, add Choice Templates by selecting them from the dropdown menu and clicking + Add to include each template in the formula. Design the Formula Logic by dragging and dropping operators as needed, and use parentheses to control the order of calculations.
Once all details are set, click Save to finalize and store the formula.
Best Practices
- Ensure Data Availability: Verify that data exists for all choice templates to avoid incomplete calculations.
- Standardize Aggregation: Use consistent aggregation types (e.g., all Average) for uniform calculations.
- Structure Formulas Correctly: Parentheses help define calculation order and prevent errors.
- Provide Context: Use clear descriptions and well-structured named results to enhance usability.
- Validate Before Rollout: Test formulas on sample data to confirm accuracy.
Troubleshooting Common Issues
| Issue | Likely Cause | Recommended Solution |
| Incorrect results | Missing parentheses or incorrect operator placement | Review and adjust the formula structure |
| Null or blank output | Missing data in one or more choice templates | Ensure all required observations are being captured |
| Inconsistent scores | Mixing aggregation types (e.g., Average and Sum) | Standardize the aggregation method |
| Confusion among observers | Output shown only as raw numbers | Use Named Result or display the output as a percentage |
Key Takeaways
- Formulas transform raw observation data into actionable insights.
- Choice Templates serve as the foundation for every formula; ensure they are configured correctly.
- Operators and parentheses dictate how data points interact within the formula.
- Proper testing and validation prevent calculation errors and improve trust in the results.