Easily track and manage linked records between Tables using the Count field. This field provides a quick way to summarize the number of connections between related records, making it indispensable for managing workflows and analyzing data.
Plan Availability | All plan types with varying limitations |
Permissions | Solution Creators: Can add, configure, and manage Count fields |
Related Reading |
What is the Count Field?
The Count field allows you to:
Summarize Linked Records: Automatically count the number of connections between records in related Tables.
Filter Counts: Include only records that meet specific conditions (e.g., count records with a "Completed" status).
Display Insights: Use color-coded displays to visually highlight counts.
Understanding Field Limits
Field limits vary by plan type and include constraints on Linked Records, Lookups, and Calculated Fields:
Plan Type | Linked Records | Lookups | Total Calculated Fields (Formulas, Rollups, Counts) |
Free / Team | 30 | 30 | 30 |
Professional | 50 | 50 | 50 |
Enterprise / Signature | 100 | 100 | 100 |
Note: At least one Linked Record field must exist in a Table to add a Count field.
For this article, let's consider how we use the Count field at SmartSuite in our software development processes. We use agile development methodology:
Defining larger chunks of functionality as Epics
Epics are then broken down into User Stories, or smaller pieces of functionality written from the end-user's point-of-view
Bugs & Issues identified in the testing (QA) process are associated to User Stories that roll up to Epics
We use Count fields to track the status of development and testing, for example:
How to Add a Count Field
From Grid View
Click the + menu icon after the last column header or open the Column Menu via a column's dropdown icon.
Select Add Field to the Right.
Choose Count and configure the field in the pop-up window.
From Record View
Open a record.
Click the + sign next to an existing field to add a new Count field.
In the Linked Record Field section, you can specify the Linked record field in this Table that links in the records you want to summarize.
Customizing the Count Field
Configuration Options
Solution Managers can customize Count fields to suit their needs:
Color Coding: Apply colors for easy visual differentiation, especially useful when multiple Count fields exist in a single Table.
Filters & Labels: Define filters to count only records meeting certain criteria (e.g., Status = "Done") and display a custom suffix like "Completed."
Example: Use a Count field to track the number of completed User Stories and display "5 Completed."
Interactivity
Clicking a Count value opens a detailed view of the linked records included in the count.
Counts in Chart View
Count fields are particularly helpful in Chart View, making it easy to visually summarize data. Continuing the example from above, we can visually review our Bug Queue.
Advanced Use: Counts in Formula Fields
Count fields can be integrated into Formula fields for advanced calculations.
Example:
In an Accounts Table linked to three other Tables—Action Items, Support Tickets, and Renewals—Count fields can track the number of "Open" records in each. A Formula field (e.g., "Total Open Activities") can then sum these values for actionable insights. Learn more about Formula fields and calculations here.
Practical Applications
1. Software Development Tracking
Scenario: An agile development team tracks Epics, User Stories, and Bugs.
Solution: Use Count fields to summarize the number of completed User Stories and associated Bugs, providing a clear view of progress.
2. Customer Account Management
Scenario: A customer success team tracks open activities for client accounts.
Solution: Use Count fields to total open Action Items, Support Tickets, and Renewals, combining them with a Formula field for a "Total Open Activities" summary.
3. Visualizing Data in Chart View
Scenario: A QA team monitors the Bug Queue for product testing.
Solution: Display Count field summaries in Chart View for quick insights into unresolved bugs.