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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 an app to add a Rollup field.
Take a moment to understand SmartSuite App Relationships, and remember Linked Record fields create relationships between apps.
For example, let's look at the Sales CRM solution available in the SmartSuite Solution Library that contains an Accounts app linked to an Opportunities app.
The Accounts app contains a Rollup Field named "Total Contract Value" that "looks at" all the related Opportunity records and Sums the values in the "Actual Contract Value" field.
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.
Adding a Rollup field requires a few steps:
Select a Linked Record field from the available linked records. Continuing the above example, Accounts is linked to the Opportunities and Contacts apps.
Select an eligible field within the linked app to "rollup". Any numeric field type can be selected.
Select the Rollup Function to use, including Average, Min, Max, Range (difference between the Min value and Max value) or Sum.
In the example we've been using, each Rollup Function would return the following values:
Display options are easy with the Rollup field: they "inherit" the format of the field specified in the lookup configuration.
🔎 Check out quick articles on Adding Help Text to fields.
Examples of Use
Rollup % Complete in Programs
The Program Management solution in the SmartSuite Solution Library is designed to aggregate multiple Projects to delivery complex initiatives.
The % Complete Rollup field in the Marketing Transformation record below looks at the Percent Complete field in the five related projects and displays the Average.
Rollup in Agile Software Product Development
In leading Agile Software Product Development methodologies, User Stories are crafted to describe software features from the end-user's point of view. These stories roll up to Epics, or blocks of work aimed at delivering larger pieces of functionality.
Below, the B2B Supplement Marketplace record in the Epics app, rolls up the Average % Complete of the three associated User Stories.