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Control - Rollup

The rollup field allows you to aggregate data from multiple related records or subform entries. For example, you can calculate the sum or average of a numeric field, count related records, or retrieve the latest value from a date field.

Example 1:
In the Order worksheet, each order record contains multiple order detail records (either via a subform or relationship field). You may need to automatically sum the subtotal amount of each product from the order details.

Example 2:
In the Project worksheet, a project may contain multiple task records. You may want to count the number of completed and incomplete tasks—i.e., aggregate records within a specific scope.

All scenarios like the above can be implemented using a rollup field.

Field Configuration​

  1. Select a relationship field (multiple records) or a subform field in the current worksheet to define which records to aggregate.
  2. Choose the field to aggregate and the aggregation method.
  3. Set the aggregation scope (optional filtering).
  4. Configure the display format for the aggregated result.

Example​

Example 1: Summing Order Detail Amounts in an Order Record​

Go to the Order worksheet form editor and add a rollup field.

Configuration:

  • A. Field Name
    Define a name for the aggregated result, such as Total Amount.

  • B. Related Worksheet
    Select the related worksheet to aggregate. Choose an existing relationship field in the current worksheet (e.g., "Order Details").

    Only relationship fields (multiple related records) in the current worksheet can be selected.

  • C. Aggregation Method

    Select the field and aggregation type. For example, sum the Subtotal field in the Order Details worksheet.

    Supported aggregation methods vary by field type:

    • Currency / Numeric fields: Sum, Max, Min, Average
    • Date/Time fields: Earliest or Latest value
    • Other field types: Count of filled vs. empty items

  • D. Aggregation Scope
    Sometimes you only need to aggregate records that meet specific conditions, rather than all related records. See Example 2 for details.

  • E. Display Format
    Customize how the aggregated result is displayed, such as decimal places, thousand separators, percentage format, or units.

    • Display as Percentage
      The result is automatically multiplied by 100.
      For example:

      • Value = 1 → Displayed as 100%
      • Value = 0.99 → Displayed as 99%

    • When percentage display is enabled, units (prefix/suffix) will not be shown.

Example 2: Count Complete Tasks Under a Project and Calculate Their Percentage​

Open the Project worksheet form editor and add a rollup field.

In the aggregation scope, enable Set up the filter to define which related records should be included.

1. Define the Aggregation Scope​

The filter can consist of:

  • A single filter condition, or
  • Multiple conditions combined

For multiple conditions, the relationship must be either all AND or all OR.

Note: Dynamic values (variables) are not supported in filter conditions.
For example, "Date = Today" is considered a dynamic value and is not supported here.
If dynamic conditions are required, use a chart for aggregation instead.

2. Display Format of Aggregated Results​

For partial data aggregation, you can display:

  • The raw value, or
  • Its percentage relative to the total

When aggregating record counts or sum of number/currency fields, the result can be displayed as a percentage.

Percentage = Aggregated value within the scope / Aggregated value of all records

Converted to a number field:

Maximum Number of Records for Rollup​

A rollup field can aggregate up to 1,000 related records or subform entries.

To aggregate all related records, use one of the following methods:

  • Open the record detail and click the refresh button next to the rollup field
  • Use the "Calibrate Single Data" option in the workflow Calibrate Node

Rollup Field Update Mechanism​

Rollup fields support two update mechanisms:

  • Immediate Update
  • Delayed Update

"Update" refers to the value stored in the database. It does not necessarily mean the field value in the UI is refreshed instantly.

Using an Order worksheet (main worksheet) and Order Details worksheet (related worksheet) as an example:

Immediate Updates​

The rollup result is updated immediately in the following cases:

  • Editing related records directly within the main worksheet record
  • Clicking the refresh button on the rollup field in the main worksheet
  • Performing batch data calibration
  • Using the workflow Calibrate Node
  • Updating relationships via workflow (e.g., adding or removing related records)

Delayed Updates​

The rollup result may be delayed in the following cases:

  • Editing records directly in the related worksheet
  • Updating related worksheet fields via workflow

In these cases, the rollup field in the main worksheet is recalculated asynchronously, which may cause a delay.

tip

Since rollup results may be delayed, if a workflow depends on the latest aggregated values, it is recommended to:

Suitable Scenarios​

  • Aggregating a small number of records (typically around or slightly above 100 records)
  • Data changes are infrequent, even if the total volume is large (generally under tens of thousands)

Not Suitable Scenarios​

  • Large-scale data aggregation where the data volume continuously grows over time

In such cases, using rollup fields is not recommended.

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