How to configure a Calculation Field to show values and labels such as High, Medium, and Low.
A Calculation Field uses mathematical formulas and expressions to calculate a number that is displayed to the end user. You also have the option to also display this number as a label. For example, if you have an Inherent Risk Score Calculation Field with scores ranging from 1 to 25, you can create Label Ranges to display the risk score as "High," "Medium," or "Low" instead of just showing the numerical Risk Score.
If you don't have a Calculation Field, refer to Creating a Field and Creating Advanced Calculations to learn about how to create one. Once you have a Calculation Field created, follow the steps below to configure calculation labels.
How to Configure Calculation Labels
1. Before you start the configuration, it is helpful to have a clear picture of labels you would like to create. For this tutorial, we'll assume that we are creating labels for Inherent Risk Score. Risk Scores score can range from 1 to 25 and we would like to categorize our Risk Scores as "High," "Medium," and "Low."
2. Find the Calculation Field you want to edit and click on the pencil icon.
3. A pop-up modal will appear. Navigate to the Label Ranges tab and check Enable Label Ranges. You will see two default auto-populated Label Ranges.
4. You will see two options on how to set your Label Ranges:
Greater than or equal to number: For each Label Range, you set the lowest number of that range (the value that this range will be greater than or equal to)
Less than or equal to number: For each Label Range, you set the highest number of that range (the value that this range will be less than or equal to)
You can easily toggle between the two options by using the Radio buttons at the bottom of the modal.
5. The difference between the two options is in the "equal to" operator. Using the example Risk Score labels above:
If you are using the "Greater than or equal to number" option, the range would be as follows:
Low is less than 5 (Low < 5)
Medium is greater than or equal to 5 and less than 15 (5 ≤ Medium < 15)
High is greater than or equal to 15 (High ≥ 15)
Using these ranges, a Risk Score of 5 would be considered "Medium" and a Risk Score of 15 would be considered "High".
If you are using the "Less than or equal to number" option, the range would be as follows:
Low is less than or equal to 5 (Low ≤ 5)
Medium is greater than 5 and less than or equal to 15 (5 < Medium ≤15)
High is greater than 15 (High > 15)
Notice that in this option, a Risk Score of 5 would be considered "Low" and a Risk Score of 15 would be considered "Medium" instead. When you are deciding between the 2 options, make sure to note the differences in the "equal to" operator and choose the appropriate one for your labels.
Steps for "Greater than or equal to number" label ranges
6. Start by editing the text box of the two auto-populated labels to the labels that you want.
7. Click into the text box in the second Label Range and set the lowest number for this range. In other words, choose the number that this label will be greater than. For our example, 5 is the lowest number in the "Medium" Risk Score label.
Notice that the first Label Range is always locked and doesn't have a box for a numerical value. Whenever you choose the Greater than or equal to number option, the numerical value for this first label will automatically be less than the value you entered for the second label. In this case, the "Low" label will display when the Risk Score is less than 5.
8. You can choose the color you want the label to be by clicking on the box next to the range value. A color palette will appear. You can either choose a color from the selection displayed or enter a HEX code for a custom color. Select the appropriate color for the "Low" and "Medium" labels.
9. Click the + below "Medium" to add another Label Range. A new label will appear below.
10. Add the appropriate text and numerical value for this label. For this example, we'll be using "High" and "15." Set an appropriate color for the label. Since "High" is the last value in our range, any Risk Score greater than or equal to 15 will labeled "High."
11. Once you've finalized the labels, click Save Field.
Steps for "Less than or equal to number" label ranges
12. Select the Less than or equal to number Label Range option.
13. You will see two default auto-populated label ranges. Start by editing the first text box to "Low" and set the numerical value to 5. This means that any Risk Score less than or equal to 5 will be labeled "Low." Then change the color of this label by using the color palette or entering a HEX code.
14. Click the + below "Low" to add another label.
15. Click into the new text box and type Medium and set the numerical value to 15. This means that any Risk Score less than or equal to 15 and greater than 5 will be labeled "Medium." Change the color of this label, if needed.
16. Click into the last text box and type High to rename the label. Notice that this label range is always locked and doesn't have a box for a numerical value. Whenever you choose the Less than or equal to number option, the last label will always be locked and the numerical value will automatically be greater than the value you entered in the second text box. In this case, the "High" label will display when the Risk Score is greater than 15.
Calculation Label Display Options
18. Once you are done configuring the Calculation Field Labels, find the Field on your form and navigate to the settings panel of the Field by clicking the drop-down arrow next to the name of the Field.
19. You will see a setting for display options that has been set to "Value and Label." Click on the arrow to expand the drop-down menu and choose between "Value Only," "Label Only," and "Value and Label" options.
From the end user's perspective, the display options will show up as follows when they are working on a form:
Value and Label:
The label displayed depends on the calculation formula and the Field input values used in the Calculation Field. In the example above, the inputs for Inherent Likelihood and Inherent Impact categories are assigned numerical values, and the Inherent Risk Score is calculated by finding the product of the two inputs. If the Inherent Impact or Inherent Likelihood inputs are changed, the Inherent Risk Score will correspondingly change.