Custom calculations allow you to create new fields derived from existing data in a report. These calculated fields can be used to flag records, group data into meaningful categories, or support more accurate counting and filtering.
Calculations are created directly in Builder and apply only to the report where they are created. They do not change the underlying dataset or Apricot data.
Important things to know
Only Impact Hub Authors and Author Pro users can create custom calculations.
Calculated fields exist within a single report and are not shared across reports.
Creating or editing a calculated field does not modify the dataset.
Calculated fields can be used in visuals, filters, and other calculations.
When to use custom calculations
You might create a custom calculation when you need to:
Flag records that meet specific criteria (for example, “Active enrollment”)
Prepare fields for reliable counting or aggregation
Group records into readable categories
Transform dates or numeric values for analysis
Support reporting on multi-value fields or other complex data types
If the value you need doesn’t already exist as a field in the dataset, a calculated field is often the solution.
Create a custom calculated field
Step 1: Open the report in Builder
Navigate to Builder.
Open the report where you want to add a calculated field.
Confirm the correct dataset is selected in the Data panel.
Step 2: Open the calculated field editor
In the Data panel, select + Calculated field.
The Add calculated field editor opens.
This editor is where you define the calculation logic using dataset fields and functions.
Step 3: Name the calculated field
Select Add name.
Enter a clear, descriptive name for the field.
Good examples include:
Flag – Minors
Student current age
Active enrollment indicator
Clear naming makes calculations easier to understand and reuse within the report.
Step 4: Build the calculation
Enter the calculation logic in the editor pane.
Use the panels on the right to insert:
Fields from the dataset
Functions (such as ifelse, countDistinct, or date functions)
Review the syntax as you build. Function descriptions appear automatically when selected.
The editor supports experimentation, so you can refine the formula as you work.
Step 5: Save the calculated field
Select Save.
The calculated field appears in the Fields list and can be used like any other field.
How calculated fields are commonly used
Custom calculated fields are often used to:
Create numeric flags for reliable counting
Group records into readable categories
Support Count Distinct logic
Prepare fields for filters or comparisons
Transform dates or numeric values for analysis
Calculated fields can also be combined with other calculated fields to support more complex reporting logic.
Tips for working with custom calculations
Start simple and test calculations in a table visual before using them in charts.
Use clear, consistent naming so the purpose of each calculation is obvious.
Confirm calculated fields return expected values for known records.
Remember that calculations apply only to the current report.