Smart fields allow you to display information or graphics in a field only when the value of other fields in the chart box meet certain criteria. It is similar to Conditional Formatting, but applies conditions to a single field, rather than to an entire chart box.
In the following example, there are two vacant positions: one that is ready to be filled and one that is not. Whether the position can be filled is determined by the job title – director positions must be filled; all others cannot be filled at this time.
You can set up a smart field that displays the text FILL in chart boxes that contain the name “Vacant” AND the word “Director” in the title, and displays the text DO NOT FILL in chart boxes that contain the name “Vacant” AND NOT the word “Director” in the title; filled positions will not display any text in the field:
To set up a smart field:
1 Click the Home tab and select Define Fields.
The Define Fields dialog box opens.
2 Click Add Smart Field.
3 Name the field, and specify its type and category as described in Defining Field Properties.
4 Click the Options button.
The Smart Field dialog box opens.
5 Click Add. The Conditional Formatting Properties dialog box opens.
6 Name the condition, and click Edit Criteria by wizard.
7 Fill out the conditions. See Creating a Conditional Format for more information.
8 Click OK to return to the Smart Field dialog box.
9 Enter the Output Type:
· Select Value to display a value if the condition is true.
· Select Field to display a field's contents if the condition is true.
· Select Hide to hide the smart field if the condition is true.
10 Enter the Output information – the value or field you want to appear if the smart field conditions are met.
11 (Optional) Click the ellipsis in the Format cell to format the font, alignment, border, and shadow for the field. When you click Apply, the preview shows you what the output will look like. Click OK to return to the Smart Fields dialog box. (You can always use the Clear Format button to remove any formatting you applied.)
12 Add any more conditions as needed by following the same procedure described above, or select an existing condition that is similar to a new one you want to create and click Copy Condition. You can then use the Edit Condition button to edit it (or any other existing condition).
13 Click the OK buttons until you exit the Smart Fields dialog box and Define Fields dialog box.
14 If asked, apply the new fields to your entire chart. The new fields appear where the conditions are met.
If the conditions do not appear as expected, make sure the Smart Field is included in your box layout. See Modifying Box Layout for more information.
Selecting a condition and then using the up and down arrows on the right change the priority order of the conditions.
Both of the conditions in the example above can be applied to the same employee. The order of the conditions determines which Output will be used in that employee's chart box.
Adding and Deleting Fields