A Count, Lookup or Rollup field reads every linked record by default. Include Filters narrows it to the linked records that meet a condition, such as the findings that are still open.

Here is the test: do you want a number or a list from only some of the linked records? If yes, add a filter to the field.

Example: a Vendors table in a vendor risk program, linked to Findings. Open Findings is a Count field with the filter Status is Open. Open Findings Severity is a Rollup that adds up Severity Score for the same open findings. Closed findings stop counting the moment they close.

The Filter dialog with the row Status is Active and the Save button.

Plan Availability	All plan types.
Permissions	Administrators and Solution Managers add and configure Count, Lookup and Rollup fields.
Platform	Web
Related Reading	Count Field Lookup Field Rollup Field Linked Record Field.

Before you start

All three fields read through a Linked Record field, so the two tables must be linked first, such as Vendors linked to Findings. See Connect tables within and across solutions.

Count: how many linked records.
Lookup: values from the linked records.
Rollup: a calculation over a field in the linked records, such as a sum or an average.

Adding a filter

Add the Count, Lookup or Rollup field, or open its settings with Modify Field Settings.
Turn on Include Filters. The Filter dialog opens at once.
In the Where row, pick a field of the linked table, an operator and a value: Status, is, Open.
Select Add Filter for more rows.
Select Save, then save the field with Add Field or Update Field.

To change the conditions later, select the arrow beside the filter in the field's settings. Clear All in the dialog removes every row.

Note: If you cancel the Filter dialog, the setting shows "No filters selected" and the field still reads every linked record.

Writing conditions

The conditions work like the filters in a view.

One condition: Status is Open.
Several conditions: join them with AND or OR. Status is Open AND Severity is Critical counts only the open critical findings.
Dates relative to today: Remediation Due is before Today counts overdue findings. Relative values include Today, Yesterday, One week ago, Current month and Next quarter.

A relative date is worked out each time the field is calculated, so the count stays current.

Tip: Name the field for its filter, such as Open Findings, not Findings Count. People read the name, not the filter.

Examples

Overdue findings: a Count on Vendors where Status is Open AND Remediation Due is before Today.
Open severity: a Rollup on Vendors that sums Severity Score where Status is Open.
Active contract owners: a Lookup on Vendors that shows Contract Owner where Status is Active.

Frequently asked questions

Can a condition compare against a field of this record?

No. Conditions compare against fixed values or relative dates. A condition that reads a field of the current record is not supported.

Can I see the records behind a filtered count?

Yes. Select the Count or Rollup value. The list shows only the records that meet the conditions. See Count & Rollups click through.

Can I use more than one condition?

Yes. Add as many as you need and join them with AND or OR.

Does the count change when a finding closes?

Yes. The field is calculated again, and a closed finding no longer meets Status is Open.

Last verified 31 Oct 2026.

Conditional Counts, Lookups, & Rollups