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 Gift Aid amounts of a donation

  3. Creating a record summary field

  4. Calculating the total financial impact of a supporter

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

  6. Setting donor giving tiers based on their donation totals


1. Creating a custom salutation

Automatically take "Lady Eleanor Rose Fancington Humperdinck the 3rd" and return "Lady E Humperdinck"? Don't mind if we do!

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


2. 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)


3. Creating a record summary field

Sometimes no single field makes sense to have as the primary field of a record. For example, perhaps you want to create a summary field for Events that has both the name of the event and the date (as shown below).

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

...then you can create a new 'template' smart field that doesn't even need a formula! Simply take away the equals sign, and place the elements where you'd want them to appear - like a good old mail merge:

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

{{{name}}} ({{{start_date}}})

4. Calculating the total financial impact of a supporter

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}}}


5. 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

6. Setting donor giving tiers based on their donation totals

In this example we are going to use a rollup field to find the total giving for each donor, in conjunction with a rules-based smart field to categorise them into various giving tiers.

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

Filtered for: Type is Donation

Our drop-down list, rules-based smart field is going to use this rollup to set our categories:

£1000 and over: Platinum

£500 - £999: Gold

£200 - £499: Silver

Under £200: Bronze

Even though a total could fall into multiple categories (e.g. £400 would be greater than 1, and also greater than £199), our categories are evaluated in the order they appear; making it easy to set priorities!


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

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