# 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](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_e2786f7b50)
- [Accessing the Formula Configuration Page](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_e46aaaed31)
- [Formula Builder](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_4ee6e23e0d)
- [Step-by-Step Guide to Building a Formula](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_a263e98821)
- [Best Practices](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_c007c9d002)
- [Troubleshooting Common Issues](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_09376ecca4)
- [Key Takeaways](https://help.smartaccess.io/en/articles/12279380-formula-configuration-guide#h_4fb7ee4b1b)

## 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](https://app.intercom.com/a/apps/s55u6ldw/knowledge-hub/folder/2374422?activeContentId=13639644&activeContentType=article)** 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.