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. A new row is added.
6 Click the Options button in the Condition column to open the Conditional Editor.
7 Name the condition, and select Edit Criteria by wizard.
8 Fill out the conditions. See Creating a Conditional Format for more information.
9 Click OK to return to the Smart Field dialog box. Repeat steps 5-8 as necessary.
10 Enter the condition Type:
· Select Value to input the value to display for the smart field if the condition is true.
· Select Field to select an existing field to display if the condition is true.
11 Enter the Output information – for instance, the text you want to appear if the smart field conditions are met.
12 (Optional) Click the Format cell to format the font, alignment, border, and shadow for the field. The sample text reflects the formatting changes.
13 Click Apply, then click the OK buttons until you exit the 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