Calculated Fields

A calculated field is a configuration option that enables you to specify a formula for dynamically computing a value for a text, numeric, date, values list, or cross-reference field.

Calculated fields can be used to produce weighted risk scores for risk assessments, to display the number of days remaining before a critical deadline or to develop complex workflow processes using a series of “if then” statements to direct the flow of data, among many other customized uses.

Archer provides a library of functions and operators that administrators can select when building a formula for a calculated field, and the formula for one calculated field can be made dependent on the results of other calculations. Calculated field formulas can also reference field values in other applications, enabling powerful cross application calculations.

Calculated fields are read-only for all users.

General behaviors

Formulas of calculated fields are allowed unrestricted access to data in all private fields, regardless of the access rights configured for those fields.

Calculations are executed in the order that they are defined. Calculations that are dependent on other calculations may not produce the intended results if they are not correctly sequenced. Consider the calculation order to ensure correct calculations. The calculation order can be rearranged.

Notifications are not sent if changes only affect a calculated field when saved. If content changes are made to other fields, notifications are sent.

Changes must be detected and recognized for notifications to be sent. For example, Field A is a numeric field with the value of 5. A user changes this field to a value of 10, and then back to a value of 5, and then saves. In this case, the notification is not sent because the actual value of the field did not change. The original and ending field value is 5.

Functions and operators

Archer provides a built-in formula editor that contains a library of over 150 functions (such as IF, ROUND, and AVERAGE) and operators (such as + and =>). Use this tool to create formulas for calculated fields. You can validate the formula before you can save it, and if the formula does not validate, Archer provides corrective guidance.

For more information, see Functions and Operators for Calculated Fields.

How and when things are calculated

Calculations execute when a record is saved. RSA Archer determines whether changes in the record warrant a recalculation of any associated calculated fields. If the update to the record does not impact a specific calculated field, Archer does not recalculate the value of that field. This evaluation optimizes system performance and eliminates unnecessary calculations.

Calculations can be executed either through administrative or user functions:

• Admin updates a formula
• Full module recalc
• Schedule runs
• User clicks Recalc
• User changes content in the record

If no changes are committed to a record, calculated values in that record are not updated. At times, though, business requirements may dictate that date-sensitive formulas be recalculated on a daily basis. To meet this demand, Archer facilitates recalculations through a recalculation scheduler. Once an application has been placed on a recalculation schedule,Archer automatically refreshes the values of all calculated fields each day at the specified time. You can however recalculate a specific field in an application, even if the changes in the record do not lead to an updated calculated value.

Recalculations

When you configure a calculated field, you can choose to recalculate always or on an as-needed basis. You can launch a full recalculation of all fields in the application. You can also schedule recalculations for calculated fields that use date- or time-based formulas.

Troubleshooting calculations

We have gathered some tips and tricks for troubleshooting calculations when things do not work as expected.