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?

Let's consider the below-shown sales lead tracking table as an example.

Table 1 - Leads-July: shows a list of leads obtained from various sources

Table 2 - Reps: shows the details of sales reps handling each lead.

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.

In this example, a rollup field is added in Table 2 in order to calculate the total sales value closed by each rep.

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

Upon clicking the Create button, you can see that the data are collected from Table 1 through the linked field "Links to Leads-July" and the sum of the closure value achieved by each rep is calculated and displayed in their respective record.

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

The following are the available functions to summarize your rollup values.

Formula	Supported Field Types	Description	Example
CONCATENATE	Attachment Collaborator Created By Email 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