A formula can read fields from a linked record with dot notation: [Linked Record Field].[Target Field]. A single-entry link returns one value; a multiple-entry link returns a list, which you reduce with SUM, COUNT, MIN, MAX, AVG or their IF variants.
Plan Availability | All plan types |
Permissions | Editable by Solution Managers and Administrators. |
Platform | Web |
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How do formulas reach data in other tables?
The Linked Record field connects data between tables, enabling formulas to reference fields from related records.
Example Use Case: Retrieve a list of account names associated with subtasks:
ARRAYUNIQUE([Link to Tasks].[Link to Projects].[Link to Account].[Account Name], "; ")
How deep can a reference go?
Formulas are limited to referencing a maximum depth of 3 tables.
How do I write a reference to a linked record?
Basic syntax
To reference a Linked Record field, use the field name in square brackets:
COUNT([Linked Record Field])
The above example returns the count of linked records in the specified field.
Referencing a specific field in the linked record
To target a specific field in a linked record, combine the Linked Record field and target field with a period separator:
[Linked Record Field].[Target Field]
Example: Add up values in the "Total" field of linked records:
SUM([Line Items].[Total])
How does the formula editor help?
When typing a formula, SmartSuite’s formula editor updates to show available fields after typing a period (.) following the Linked Record name:
[Linked Record Field].
This feature ensures you can easily navigate and select fields from related tables.
What do I get back: one value or a list?
Single-entry Linked Record fields
If a Linked Record field is configured for single entries, referencing its fields returns a single value.
Multiple-entry Linked Record fields
If a Linked Record field is configured for multiple entries, referencing its fields returns a list of values.
Use functions that handle lists, such as:
SUM: Adds all values.
COUNT: Counts all values.
MIN/MAX: Finds the smallest or largest value.
AVG: Calculates the average.
SUMIF/COUNTIF/AVGIF: Applies conditions to calculations.
What are typical examples?
1. Sum values across linked records
In an Invoices Table linked to a Line Items Table, calculate the total for all attached line items:
SUM([Line Items].[Total])
2. Compare a single linked value
With a single-entry Linked Record field, compare a date in a linked task to a due date in the main table:
DATEDIFF([Link to Tasks].[Target Date], [Due Date], "days")
What keeps cross-table formulas simple?
Start Small: Experiment with shallow references before building complex formulas across multiple tables.
Use list functions: Use list-handling functions like
SUMorCOUNTto work with multiple linked records.Use the Formula Editor: The autocomplete after a period lists the fields you can pick.
Frequently asked questions
How do I total an amount across linked records that have a certain status?
Use SUMIF with the status as the condition: SUMIF([Quotes].[Status] = "Awarded", [Quotes].[Amount]).
How do I count how many records are linked?
COUNT([Linked Record Field]), or add a Count field pointed at the link if you do not need a formula.
How do I show an email address from a linked record?
Reference the field through the link: [Opposing Appraiser].[Email]. If the link allows several records, wrap it in a function such as ARRAYJOIN to list them.
How do I multiply a value from a linked record?
Reduce the list first, then multiply: SUM([Service].[Rate]) * [Hours].
How do I get the highest value among linked records?
MAX([Linked Record Field].[Number Field]); MIN returns the lowest and AVG the average.
How many tables deep can a reference go?
Three. [Tasks].[Projects].[Account].[Account Name] is the deepest allowed chain.
Last verified 21 Oct 2026 against the Formula Functions & Operators article (SUM, COUNT, MIN, MAX, AVG, SUMIF, ARRAYJOIN) and the Linked Record field article; the 3-table depth limit as Product wrote it