Learn how to filter information brought in by Linked Record fields. Narrow down data to display only what matters most, such as open tasks or contacts for a specific company.
Plan Availability | All plan types |
Permissions | Solution Creators: Can configure and apply filters to Counts, Lookups, and Rollups |
Related Reading |
What Are Conditional Counts, Lookups, and Rollups?
Count Fields: Summarize the number of linked records.
Lookup Fields: Retrieve and display specific field values from linked records.
Rollup Fields: Perform calculations (e.g., sums, averages) on data from linked records.
By default, these fields pull in all linked records, but filters and conditions let you focus on specific subsets.
How It Works
Step 1: Establish Linked Records
To use Counts, Lookups, or Rollups, you must first connect the relevant Tables using a linked record field. This connection allows you to pull data from one Table into another.
Example:
A "Projects" Table linked to a "Tasks" Table.
A Linked Record field connects the two, enabling fields in the "Projects" Table to reference data from the "Tasks" Table.
Configuring Field Settings
Add or Edit a Field:
Create a Count, Lookup, or Rollup field in your Table.
Enable Filters:
Open the field settings by clicking the three-dot menu.
Toggle the "Include Filters" option.
Click the arrow next to it to configure the filter conditions.
Applying Filter Conditions
Filter conditions allow you to specify the subset of linked records to include. Conditions mirror the filtering functionality available in other areas of SmartSuite.
Examples of Filters:
Tasks Due Before Today: Include tasks where the "Due Date" is earlier than the current date.
Unapproved Orders: Exclude records where "Status" equals "Client Approved."
Tip: You can define multiple conditions for more advanced filtering.
Example Filter Setup:
Condition 1: "Status" is not "Client Approved."
Condition 2: "Due Date" is before "Today."
Result: Displays only outstanding tasks.
Practical Scenarios and Use Cases
1. Task Management
Scenario: A manager tracks only overdue tasks.
Solution: Create a Count field in the "Projects" Table to count tasks where the "Due Date" is before today.
2. Financial Analysis
Scenario: A finance team calculates the total of unpaid invoices.
Solution: Apply a filter to a Rollup field in the "Invoices" Table to sum values where "Status" is "Unpaid."
Benefits of Conditional Fields
Focus on Relevant Data: Filters reduce clutter by displaying only the information you need.
Streamlined Workflows: Use filters to isolate actionable data for reporting or task tracking.
Advanced Analysis: Combine filters with Rollup fields for deeper insights, such as averages, totals, or custom calculations.