Are you ready to up your smart fields and rollup fields game? Well, you've come to the right place!

You've come to the right place

Like with all things, there are many ways you can do the following examples but if you'd like to see how we've done it, read on!

  1. Creating a custom salutation

  2. Calculating the amount less fees on a payment

  3. Calculating the Gift Aid amounts of a donation

  4. Creating an event summary field with the start date formatted as dd-mm-yyyy

  5. Calculating the total fundraising impact of a person

  6. Calculating how much of a financial goal you've achieved (%)

  7. Setting donor levels based donation amounts


1. Creating a custom salutation

There's a few different options, so we've dedicated a whole separate article to them!

2. Calculating the amount less fees on a payment

This is probably the most common smart field here at Beacon and once you've set your fee fields, we recommend you add it to your payment records.

Since we want the total for this field to be shown as currency, select Currency as the field type. Then type the formula below. This will add together the different fees (in this case, Beacon fees and Gateway fees) and subtract them from the total.

Please be sure to add any fees your organisation has to this calculation - these are an example of the most common fees!

Note: Here is the formula in copy/paste-able format:

={{{amount.value}}}-({{{beacon_fees.value}}}+{{{payment_gateway_fees.value}}})


3. Calculating the Gift Aid amounts of a donation

Let's suppose that you want to calculate the total amount from a donation including Gift Aid, but only if that payment has (or will have) had Gift Aid claimed. We'd want this to calculate regardless of where that Gift Aid was claimed - through Beacon or externally like JustGiving/Enthuse.

Since we want the value to be shown as a currency amount, we're going to set the field type as 'currency'. Then we'll type in the following formula:

This will look at both the 'Gift Aid claimed?' and the 'Gift Aid claim' field, and only adds +25% to the amount if one or both are true.

Note: Here is the formula in a copy/paste-able format:

=IF(OR({{{gift_aid_claimed}}}=TRUE,{{{gift_aid_claim}}}<>""),{{{amount.value}}}*1.25,{{{amount.value}}})

If you'd like the Gift Aid amount on it's own (not including the donation), it's a very similar formula:

=IF(OR({{{gift_aid_claimed}}}=TRUE,{{{gift_aid_claim}}}<>""),{{{amount.value}}}*0.25,0.00)


4. Creating an event summary field with the start date formatted as dd-mm-yyyy

Perhaps you want to create a summary field that has both the name of the event and the date (as shown below). This is a basic field however the date will default to yyyy-mm-dd. Fear not; we can get your dates back in the correct order!

If, for example, you would like a summary field that looks like this...

Summary field ex

...then you will need to create a new smart field, which is a short text field type using this formula:

Note: Here is the formula in copy/paste-able format:

=CONCATENATE({{{name}}}," - ",DAY({{{start_date}}}),"/",MONTH({{{start_date}}}),"/",YEAR({{{start_date}}}))

5. Calculating the total fundraising impact of a person

Some of your donors may also fundraise on your behalf and it would be very handy, in those circumstances, to know the total impact those individuals have.

Total impact = total donations + total fundraising

In order to create this smart field, we need to know the total amount and individual has both donated and fundraised. We'll need to create a rollup field for each by creating a new currency field and clicking the rollup field toggle. If you haven’t used rollup fields before, have a read of this article to learn more before implementing this smart field. To create the fundraising total rollup field, choose the following settings:

Summarise record type: Payment
Related field: Fundraiser
Type of summary: Sum of values
Field to sum up: Amount

For the total donated rollup field, choose the following settings:

Summarise record type: Payment
Related field: Payer
Type of summary: Sum of values
Field to sum up: Amount

Note: You can also select different fields to sum up, including custom fields like total + Gift Aid

rollup field fundraiser

Once you've got your two rollup fields, we need to sum those two fields in a currency smart field by creating a new currency field with the following formula:

Note: Here is the formula in copy/paste-able format: ={{{c_total_donated.value}}}+{{{c_total_fundraised.value}}}


6. Calculating how much of a financial goal you've achieved (%)

In this example, we'll assume that you have a campaign with a fundraising goal. Wouldn't it be nice to have a field that tells you how close you are to achieving your goal or by how much you've smashed it (you legend!)? Percentage smart fields are here to help. From a record on the Campaigns record type, create a new field on the card of your choosing. You're going to want to make the Field type: Percent and you'll want to enter the following formula:

Note: Here is the formula in copy/paste-able format:

=({{{financial_total.value}}}/{{{financial_goal.value}}})*100

7. Setting donor levels based donation amounts

In this example we need to create a rollup field showing the total amount a person has donated, and a smart field that will set a donor level based on that total.

Let's start by creating our rollup field. Create a new currency field and click the rollup-field toggle. Choose the following settings:

Summarise record type: Payment
Related field: Payer
Type of summary: Sum of values
Field to sum up: Amount

Our smart field is going to point to this record and using an IF statement, we will set the donor levels so that:

Under £200: Bronze
£200 - £499: Silver
£500 - £999: Gold
Over £1000: Platinum

donor level new

Note: Here is the formula in copy/paste-able format:

=IF({{{c_total_donated.value}}}<200,"Bronze",IF({{{c_total_donated.value}}}<500,"Silver",IF({{{c_total_donated.value}}}<1000,"Gold","Platinum")))

Congratulations!!! You've made it through all the examples. You're definitely going to be the Beacon legend of your office!

Simpsons success
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