Columns
Rollup
Use a Rollup column to show values from linked records, such as an order total, a count of open jobs, or the latest reading. Always up to date.
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A Rollup column shows information from the records a Relation links to. It can list their values, count them, or calculate a sum, average, minimum, or maximum. The result is calculated each time the record is shown, so it always reflects the linked records as they are right now. Nobody edits a rollup by hand.
When to use it#
Use a Rollup for numbers that should follow the related records:
- An order's total, from the amounts on its order lines.
- The number of open jobs for a customer.
- The most recent reading for a sensor.
- The customer's city shown on each order.
Pick a different type when:
- All the inputs are columns on the same record: use a Formula.
- The value must be saved and then stay fixed, or comes from a lookup that isn't this relation: use a computation rule.
Settings#
| Setting | What it does |
|---|---|
| Link Column | The Relation column on this table to follow. Your table needs a Relation before you can add a Rollup. |
| Foreign Field | The column on the linked table to read, such as Amount or Status. Formula columns can't be used here. |
| Aggregation | What to do with the values, when the relation links to several records. |
The Aggregation choices depend on the type of the Foreign Field:
| Aggregation | Works with |
|---|---|
| Values (list all) | Any column. Shows the values from every linked record. |
| Count | Any column. Counts the linked records. |
| Sum and Average | Number columns. |
| Min and Max | Number and Date columns. Use Max on a date to get the latest one. |
If the relation holds a single link, the rollup simply shows the value from that one linked record.
Tips#
- Be clear about the relation, the field, and the aggregation: "Order Total is the Sum of Amount through Order Lines".
- A rollup always shows the live value. If you also need a value that doesn't change after a certain moment, such as the total at the time of invoicing, keep both: a rollup for the live total, and a Number column filled in by a computation rule or a workflow for the invoiced total.
- The same applies to prices on order lines. If a line must keep the price from the day it was ordered, store it in a Number column on the line rather than rolling it up from the product.
- A Rollup can't be used inside a Formula and can't be converted to another type.
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