How to create KPI's

Why create KPI formulas 

 KPI formulas in an audit/ checklist form play a crucial role in providing a structured and data-driven approach to evaluating and focusing on the most critical aspects of your processes. They contribute to the effectiveness, efficiency, and transparency of the audit process while supporting ongoing efforts to enhance your compliance practices. KPIs can be used in various use cases, to count the number of instances, measure the level of severity/risk, create tags/labels, etc. 

Before we get started 

Take note 

  • You can only create KPI Dashboards via the web portal. 
  • You can create KPI Dashboards if you are an "owner" or "admin" of the organization. 
  • KPIs and formulas are set from the data that is entered into the form.
  • KPI are based on Excel formulas 
  • When entering the expression of the formula, the name of the variable of the KPI must always be formulated with the dollar sign ($) in front of it. 
  • Ensure that there is no space between the dollar sign ($) and the variable name when entered into the formula, or it will not be valid. 

Create KPI formula 

Step 1: Sign in to the Capptions Direct web portal

Sign in to your Capptions Direct account using the link

Step 2: Select an organization 

Click on the drop-down arrow in the screen's top left-hand corner. From there, select your organization.

Step 3: Click on Templates 

Step 4: Create a template or edit an existing one

Click on +Form to create a new form or the Edit button to edit an existing one. 

Step 5: Click the Formulas & KPI's tab 

On the top right-hand corner of the form builder, click Screenshot 2023-10-24 at 10-34-00-png to open the formula and KPI builder. 

Step 6: Set your KPIs 

6.1: Select your values 

6.2: Provide name(s) to the value(s) 

6.3: Formulate the expression.

Make use of the Formulas documentation on the top of the page to formulate the correct expression. Every value expressed in the formula must be entered with the dollar sign ($) in front of it. For example, when wanting to count the number of "Yes" against the "No", you would use the COUNTIF formula. Therefore the expression entered would be COUNTIF([$INPUT_VARIABLE_NAME], 'YES').

Due to the character and case-sensitive nature of the system,  The input variable name entered in the expression formula must be identical. In reference to any variable that must be calculated from the formula, this, too must be identical to what is entered in the form template.  For example, if the answer 'Yes'  is capitalized and also includes an emoji -> 🟩YES. The same variable must be entered in an identical manner COUNTIF([$INPUT_VARIABLE_NAME], '🟩YES' ).

6.4: Determine the result name

6.5 Validate your variables and formulas 

Click on the Screenshot 2023-12-01 at 11.45.53-2 to ensure data is entered correctly. 

Step 7: Preview the result of the KPI 

Click " Preview" on the top right corner of the screen to test the outcome of the KPIs.

Step 8: Publish the form and update the workflow 

Once all formulas and KPIs have been built. Click on the 'Publish' button in the top right corner of the form builder and add your form to a workflow. 


And that's how easy it is! 

We hope this article is helpful in creating KPIs and formulas. If you have any questions or concerns, please do not hesitate to contact our customer support team at 

Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!