A Count field shows how many records are linked to this one through a Linked Record field. Think of the number badge on a folder that says how many files are inside.

Here is the test: do you want the number of linked records, not their values? If yes, you want a Count field. To add up or average values from those records, use a Rollup field.

Example: a Vendors table with a field called Number of Contracts. It counts the contracts linked in the Contracts field and updates as contracts are added or removed, so Procurement sees at a glance which vendors carry the most paper. A second field, Active Contracts, counts only the contracts whose Status is Active.

The Number of Contracts and Active Contracts fields in a vendor record, each as a colored number badge.

A table needs at least one Linked Record field before a Count field can be added. Vendors has one: Contracts, which links to the Contracts table.

The field settings panel opens. It has two tabs: Settings and Help Text. The rest of this article takes them in that order. Add Field stays disabled until a Linked Record field is chosen. Save with Add Field (or Update Field on a field that already exists).

The field settings panel, Settings tab, with the preview, the color swatches, the Linked Record Field set to Contracts and the two switches.

The Settings tab holds what the count looks like and what it counts. Top to bottom: Display Format, Color, Linked Record Field, Include Filters and Include Labels.

A preview of the value with the current settings: a number badge in the chosen color, with the prefix and suffix when labels are on. There is nothing to choose here; it updates as you change the settings below.

Twenty swatches in two rows. The default is a green. Pick the color the badge shows in every view.

The field whose linked records are counted. Open Select Linked Record Field and pick one; the list holds every Linked Record field in this table. One Count field counts one Linked Record field. Number of Contracts counts the Contracts field.

Off to start. On, only the linked records that match your conditions are counted. Turning the switch on opens the Filter dialog at once.

The dialog has a Where row with a field, an operator and a value. Add Filter adds a row, and rows combine with AND or OR. Clear All removes them. Select Save to keep the filter; Cancel leaves the panel reading "No filters selected", with an icon to open the dialog again.

For Active Contracts, the filter is Status is Active, so the badge counts the live agreements only. Conditional Counts, Lookups, & Rollups covers filters in depth.

The Filter dialog for Active Contracts, with the row Status is Active and the Save button.

Off to start. On, two boxes appear: Prefix, text before the number, and Suffix, text after it. Each holds up to 20 characters. With the prefix "Contracts:" and the suffix "on file", the badge reads Contracts: 4 on file. The labels are shown in every view and in the record.

A note for the person reading the record, up to 800 characters. Help Text Appearance shows it As A Tooltip (the default, behind an info icon next to the field name) or Below The Field Name (always visible).

Nobody fills in a Count, so write the help text to explain the number. For Number of Contracts: "Every contract linked to this vendor, active or not. Active Contracts shows the live ones."

Field Permissions. Every field can carry its own permissions, which control who can see the field and who can edit it. Open the column menu and select Edit Field Permissions. Nobody edits a Count, so the useful setting is who can see it. See Field Permissions.

Dynamic Record Permissions. A Count field can also drive record-level rules: who can see or edit a record based on the value it holds. Every field type except Button can drive a rule. See Dynamic Record Permissions.

Once records are linked, the count answers "how many?" across the table. In Grid View and in a record, the field is a read-only badge. It shows 0 when no linked records match.

Select a count to open the list of records behind it. The list opens full screen with its own toolbar (Fields to Display, Sort, Group, Spotlight, Row Size, Find) and an Export button. Count & Rollups click through covers which fields the list shows.

The click-through list for Number of Contracts, showing the linked contracts with the toolbar and the Export button.

The operators are equal to, not equal to, greater than, less than, equal to or greater than, equal to or less than, is empty and is not empty. "Number of Contracts greater than 3" lists the vendors with the most agreements.

Group a view by the field and each count becomes a group. Records with 0 sit under (Empty).

Sort 1 → 9 or 9 → 1 from the column menu. 9 → 1 puts the vendors with the most contracts first.

A Lookup field can show the count on a linked record, such as a vendor's contract count on each contract. The value also works in the filters of Count, Lookup and Rollup fields. A Count field cannot be the Rollup Field of a Rollup, nor part of an Auto-Generated Title. In Chart View it can be the value of a chart, such as contracts by vendor.

A formula can do math with the count. Put this in a field called Active Share:

In math the value is a number. In a text function such as CONCAT, the value is text with two decimals, and it carries the prefix and suffix along: CONCAT("Done: ", [Number of Contracts], " Completed") gives Done: 3.00 Completed.

A Count is passed on to an automation as a number. A trigger condition can test it: equals, greater than, less than, is empty. An action cannot write to it. See Automation Actions explained.

A Count field cannot be placed on a form. The value is computed, so there is nothing for a respondent to fill in.

Count a different link. Open Modify Field Settings, pick another field under Linked Record Field, then Update Field. Every record re-counts at once.

Add or change a filter. Turn on Include Filters, or select the icon next to "No filters selected", set the conditions and Save, then Update Field.

Change the color or the labels. Pick a swatch, or edit Prefix and Suffix, and Update Field. Every record shows the new look; the counts do not change.

Change the field type. A Count field can become a Text, Text Area, SmartDoc or Number field. See Changing a Field's Type.

Last verified 30 Oct 2026.