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Overview

Display Formats & Options

Counts in Chart View

Use Count Fields in Formula Fields

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Overview

The Count field counts the number of links between apps that meet the conditions you set. When you create a Linked Record field, you're able to build connections between records in two apps. App A may have a record with 5 links to different records in App B. For instance, a record in the User Stories app may have 5 links to records in the associated Bugs & Issues app (see visual below).

Take a moment to understand SmartSuite App Relationships, and remember Linked Record fields create relationships between apps.

At least one Linked Record field must be present in an app 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:

If you click on any of these counts, a display will be opened that shows you all the linked records that are associated with it.

Solution Managers have many convenient options when configuring Count fields.


Display Formats & Options

Selecting a color is the primary display option for the Count field, which provides a visual cue to call out values in records. It's particularly useful when multiple Count fields are used in a single app.

Check out quick articles on Adding Help Text to fields.

Include Filters & Labels

Solution Managers can apply filters to Count fields to easily summarize counts of related Linked Records with specific attributes.

For example, we track the number of User Stories with a Status = "Done" and display a Suffix of "Completed".

We can quickly see a visual summary of development in Grid View, understanding the number of Completed Stories in relation to Bugs.


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.


Use Count Fields in Formula Fields

Count field values can be used in calculations within Formula fields.

Take an Account Management example, where the Accounts app links to three other apps:

  • Action Items

  • Support Tickets

  • Renewals

Three Count fields can be used in the Accounts app to total the number of Action Items, Support Tickets and Renewals in an "Open" status. A Formula field named Total Open Activities can be used to add the values of the count fields together. Learn more about Formula fields and calculations here.


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