Rollup Field
A rollup field type helps in obtaining the aggregate value of several pieces of data that are relevant to a specific record. It performs quick calculations and computes formulas through data linked across tables.
Note: To use rollup field, the tables need to be linked using the Link field type.
How & When to use a Rollup Field?
If you're working on Table 2 and need to see the total sales value achieved by each sales rep, all you have to do is enable the rollup field type in Table 2. The rollup field type will collect all the closure values by each rep in each account and it will display the sum of closure values by each rep in the relevant records.
Step 1: Choose where you want to add a new field. This field will display the data pulled from other tables. Add a new field and choose Rollup from the list of available field types.
Step 2: In case you have multiple linked fields, you also have to choose the linked field from which you want to perform the calculation.
Step 3: Choose the field to perform the rollup
In this example, the chosen linked field is referring to Tables 1 - Leads-July and the field to rollup is Closure Value.
Step 4: Now, choose from the available formula suggestions to roll up data from the linked records. The options for formula vary according to the data type in the chosen field.
In the example, the SUM function is chosen to calculate the total sales closure value by each representative.
Step 5: Click Create
From the reference table illustrated at the beginning of this article, you can see that 5 out of 15 leads have been closed.
Rollup field has retrieved closure values achieved by each rep, calculated the sum of closure value and displayed it in the relevant rep's record. In a nutshell, rollup saves the time and effort that is consumed to switching between tables and manually calculating these values, thus making cross-referencing in fields/tables hassle-free.
Note: A rollup field is read-only. Values displayed in this field cannot be edited.
You can add multiple rollup fields on the same table.
ROLLUP FUNCTIONS OVERVIEW
Formula | Supported Field Types | Description | Example |
CONCATENATE | Attachment Collaborator Created By Link Lookup Multi select Modified By Modified Time Single Select Text URL | Joins values together | CONCATENATE ({value1}, {value2},...) CONCATENATE ("Hello,", " ", "World!") --> Hello, World! |
COUNT | Available for all field types | Counts and displays the total number of non-empty numeric values | COUNT ({value1}, {value2},...) COUNT("2", "2", "3") --> 3 COUNT ("Marketing", "2", "684397927") --> 2 |
COUNTA | Available for all field types | Counts and displays the total number of all non-empty values like text, date, attachments, url, etc.. | COUNTA ({value1}, {value2},...) COUNTA ("Marketing", "2374687938", "23/07/2022") --> 3 COUNTA ("", "47", "Hello, World!") --> 2 |
COUNT BLANK | Available for all field types | Counts and displays the total number of blank values | COUNT BLANK ({value1}, {value2},...) COUNT BLANK ("", "47", "Hello, World!") --> 1 COUNT BLANK ("Hello", "47", "World") --> 0 |
MIN | Autonumber Checkbox Created Time Currency Number Percentage Rating | Returns the smallest value from the numbers | MIN ({value1}, {value2},...) MIN("34", "629", "12") ==> 12 |
MAX | Autonumber Checkbox Created Time Currency Number Percentage Rating | Returns the largest value of the numbers | MAX ({value1}, {value2},...) MAX("34", "629", "12") ==> 629 |
AVERAGE | Autonumber Checkbox Currency Number Percentage Rating | Returns the average value of the numbers | AVERAGE ({value1}, {value2},...) AVERAGE ("34", "629", "12") ==> 221.66 |
AND | Autonumber Checkbox Currency Number Percentage Rating | Returns True if all arguments are true, else returns False | AND ({logical1}, {logical2},...) ==> True (if all values are true) ==> False (if one or more values is/are false) |
OR | Autonumber Checkbox Currency Number Percentage Rating | Returns True if anyone of the arguments is true, else returns False | OR ({logical1}, {logical2},...) ==> True (if any of the values is true) ==> False (if none of the values is true) |
XOR | Autonumber Checkbox Currency Number Percentage Rating | Returns True if one of the arguments is True Returns False if both the arguments are True or both the arguments are False | XOR ({logical1}, {logical2},...) ==>True (if one of the two arguments is True) ==>False (if both the arguments are True or both the arguments are False) |
SUM | Autonumber Checkbox Currency Number Percentage Rating | Returns the sum of the values | SUM ({value1}, {value2},...) SUM ("34", "629", "12") ==> 665 |
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