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Rollup Field

Summarize data from records linked to the current record

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated over a week ago

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.
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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

  1. Click the + menu icon after the last column header, or open the Column Menu by clicking a column header's dropdown icon.

  2. Select Add Field to the Right.

  3. Choose Rollup, and configure the field in the pop-up window.

From Record View

  1. Open a record.

  2. Click the + sign next to an existing field.

  3. 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:

  1. Enable Include Filter.

  2. 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:

  1. 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.

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