Datarails Connect offers a robust solution for extracting data from your organization's systems into Excel through the use of formulas. These formulas are pivotal for pulling the necessary data with precision, and the process is facilitated by a wizard that guides you step by step.

Opening the Formula Builder 

In the Datarails Connect panel, go to the Analysis tab → Get Data → Formulas.

Choose How to Build Your Formula

When the Formula Builder opens, you'll first choose how to proceed:

Use existing function - function with the data definition you need already exists in your organization.
Create new function - you need to define a new function from scratch.

Path A: Select Existing Function

1. Choose Use existing function.
2. Select the function you want to use.
3. Optionally, add conditions to filter the data.
4. Click Done - the formula is inserted directly into the selected Excel cell.

Path B: Create New Function

1. Select a Table - select the specific table you wish to query. If the desired table or report is not visible, click "see all tables" to explore the full list. If access to the required table is restricted, contact your administrator or Datarails support for necessary permissions.
2. Field Selection and Aggregation - after selecting the table, the next step involves selecting the specific field and defining how to aggregate it.

• Choose Fields - select the field you wish to extract data from. If the required field is not immediately visible, click "see all fields" to access it.
• Aggregation Functions - determine the aggregation function necessary for your calculations, such as summing revenues, averaging returns, or identifying highest/lowest figures. 
  Options include: Sum, Count, Count Unique, Avg, Min, Max, Unique Values.
• Add Time Frame (Optional) - If your analysis requires data aggregation within a defined time frame, use the "Add time frame" option and specify the date field for measurement.

3. Name the Function - give the function a unique, memorable name. This name identifies the function across your organization.
Note: Function names must be unique within your organization. You'll see an inline error if the name is already taken.

4. Adding Conditions (Optional)

In the final step of the Create Formula wizard, you'll add conditions to your query to refine the data retrieval process. Here's how to do it effectively:

• Selecting Filter Conditions, Choose from three options - 
  • Specific Values - Select specific values existing in the source system.
  • Excel Cell Reference: Reference a cell in your spreadsheet for dynamic filtering.
  • Free Text or Date Range - Manually enter filter criteria for numeral, textual, or date fields.
• Using Logical Operators - Combine multiple conditions using the "AND" logical operator to ensure each condition must be satisfied for a record to be included in the result set.
• Excel Cell Reference Tip - When referencing a cell in Excel, replace the placeholder in the formula with the required cell address for accurate filtering.

Click Done - the formula is inserted directly into the selected Excel cell, and the new function is saved to your organization's function library.

Managing Functions

The Manage Functions screen gives you a central place to view, edit, archive, and restore all functions in your organization.

To open it: Analysis tab → Formulas → Manage Functions.

You'll see a table of all active functions with their name and a plain-language description of the calculation they perform (e.g., Sum of Revenue from Sales Data). 
Use the three-dot menu on any row to act on a function.

Who can edit or archive: the function's creator, Admin, Super Admin, Support, or Connect Admin.

Editing a Function

1. Click the three-dot menu → Edit.
2. Update any of the following: 
   • Function name (must be unique within your organization)
   • Data table
   • Data field
   • Aggregation method
   • Default aggregation field
3. Click Save.
4. Confirm in the popup - changes to a function's definition will be reflected in all formulas and reports across your organization that use it.

Archiving a Function

Archiving removes a function from the active list so it's no longer available when creating new formulas. Existing reports and formulas that already use it are not affected.

1. Click the three-dot menu → Archive.
2. Confirm in the popup.

Viewing and Restoring Archived Functions

1. Click the archive icon at the top of the Manage Functions screen.
2. The Archived Functions panel lists everything that's been archived.
3. Click Restore to bring a function back - it reappears in the active list immediately.

By following these steps, you can efficiently create formulas in Datarails Connect, enabling precise data extraction tailored to your analysis needs. For further assistance or queries, don't hesitate to reach out to our support team.
 

Updated July 29, 2026 07:54