Conditional Rollup
The Rollup field in Workiom allows you to aggregate values from linked records—such as totals, counts, averages, and more. But what if you want to roll up only the values that meet certain conditions? That’s where Conditional Rollup becomes useful.
Transcript
🧐 What It Does
Conditional Rollup lets you apply filters to related records before performing the rollup. You can define specific criteria so that only records matching those conditions are included in the result.
✅ How to Set Up a Conditional Rollup
- Add a Rollup Field
- Go to your list.
- Click ✨ View customization at the top.
- Open the Fields tab.
- Click + New field and choose Rollup.
- Select the Linked Collection
- Choose the Linked List Field you want to use.
- Select the specific field to roll up (e.g., Amount, Status, Date).
- Apply a Condition (Optional)
- Click on "+ Add new filter".
- Set the conditions that related records must satisfy.
- Example: Only include records where Status is "Approved".
- Note: The conditions use an AND relationship.
- Choose the Rollup Function
- Options include: Sum, Count, Average, Min, Max, etc.
- Save your field.
🎙️ Example Use Case
Suppose you have a Projects collection linked to Tasks.
You want to display the total hours only for tasks that are completed.
- Linked Field:
Tasks - Field to Rollup:
Estimated Hours - Condition:
Status=Completed - Function:
Sum
➡️ This configuration will include only completed tasks in the total.
💡 Tips
- Combine with Formula fields for more advanced control.
- Rename your rollup field to reflect the condition (e.g., “Total Approved Hours”).