Plan Availability | All plan types with varying limitations |
Permissions | Solution Creators - Can create and manage Rollup fields in tables they have access to. |
Related Reading |
What Is a Rollup Field?
A Rollup Field is a powerful feature that calculates, summarizes, and performs formulas using data from records linked via a Linked Record field in your table. This field allows you to analyze data across tables effortlessly.
The Rollup field is similar to the Lookup Field, and is used in partnership with Linked Record fields. At least one Linked Record field must be present in a Table to add a Rollup field.
Key Features:
Works in partnership with Linked Record fields. At least one Linked Record field must be present in a Table to add a Rollup field.
Supports various calculations, including:
Sum
Average
Min (minimum value)
Max (maximum value)
Range (difference between Min and Max values)
Allows filtering to limit the records included.
Plan Limitations
Plan Type | Linked Records | Lookups | Total Calculated Fields |
Free / Team | 30 | 30 | 30 |
Professional | 50 | 50 | 50 |
Enterprise / Signature | 100 | 100 | 100 |
When to Use a Rollup Field
Rollup fields are ideal for summarizing and analyzing data across linked tables. Examples include:
Tracking totals: Sum up contract values, expenses, or other numeric data.
Calculating averages: Aggregate data like completion percentages or ratings.
Analyzing data ranges: Find the difference between minimum and maximum values.
Example:
In a Sales CRM solution, an Accounts table can use a Rollup Field to calculate the total contract value by summing the Actual Contract Value from related Opportunities records.
In this example, there are two related Opportunity records and Actual Contract Value fields to sum:
Opp-122 System Implementation has an Actual Contract Value of $75,000
Opp-123 Business Launch has an Actual Contract Value of $25,000
The related Rollup field in the Account record sums to $100,000, allowing the CRM solution to track the value of closed business.
If you click on any of these rollups, a display will be opened that shows you all linked records that are associated with it.
How to Add a Rollup Field
From Grid View
Click the + menu icon after the last column header, or open the Column Menu by clicking a column header's dropdown icon.
Select Add Field to the Right.
Choose Rollup, and configure the field in the pop-up window.
From Record View
Open a record.
Click the + sign next to an existing field.
Select Rollup to add it.
Configuring a Rollup Field
Step 1: Select a Linked Record Field
Choose the Linked Record field from the available options. For example, an Accounts table may link to Opportunities and Contacts tables.
Step 2: Choose a Field to Roll Up
Select a numeric field from the linked table, such as Contract Value or Completion Percentage.
Step 3: Insert a Rollup Function
Pick a Rollup Function:
Sum: Add values together.
Average: Calculate the mean value.
Min: Find the smallest value.
Max: Find the largest value.
Range: Calculate the difference between Min and Max values.
Step 4: Save the Configuration
Once configured, the Rollup Field will display calculated values. The display format will inherit the configuration from the selected field.
Filtering Records in a Rollup Field
To filter records included in a Rollup:
Enable Include Filter.
Set the filter condition using the arrow icon to refine the records.
Accessing and Configuring Underlying Data
Drill Through Records
Click on a Rollup Field to view all linked records contributing to the value. This provides immediate access to related data.
Customize the Drill in Modal
To change the way records are displayed in the drill-in record modal:
Use the reporting toolbar to change sort, group, spotlight, row size, and field to display.
Export the Drill in Modal
To export the way records are displayed in the drill-in record modal click the Export Button in the top right. You can export to Excel, Google Sheets, or CSV.
Practical Scenarios and Use Cases
Tracking Project Completion
Scenario: A manager needs to monitor the average completion percentage of projects in a program. Solution: Add a Rollup Field to aggregate the Percent Complete from related project records.
Analyzing Agile Progress
Scenario: A product development team tracks the progress of user stories and epics. Solution: Use a Rollup Field in the Epics table to calculate the average % Complete of associated user stories.
Tracking Project Completion
Scenario: A manager needs to monitor the average completion percentage of projects in a program. Solution: Add a Rollup Field to aggregate the Percent Complete from related project records.