Lookup & Rollup Fields — Surface Linked Data Where You Work
Pull values from linked Records with Lookups and aggregate them with Rollups—totals, averages, and source data appearing right on the Record, with nothing re-entered.
What Is Lookup & Rollup Fields?
Lookup & Rollup Fields are SmartSuite's calculated field types for data connected through a Linked Record field: a Lookup displays a value copied from a linked Record, while a Rollup aggregates a numeric value across all linked Records. They help GRC, IT, and business operations teams surface related data—a contact's email, a summed contract value, an average completion rate—without duplicate entry or side calculations. Both are available on every SmartSuite plan and build on Linked Records.
Lookup Fields
Display Linked Values Without Re-Entering Them
A Lookup shows the contents of a chosen field from a linked Record—a client's email on the project, a control's owner on the finding—inheriting the source field's formatting automatically. A live Lookup Value Preview shows results as you configure, and clicking a Lookup value navigates straight to the originating Record.
An Include Filters toggle restricts which linked Records contribute, so the value shown is exactly the one you mean.
Rollup Fields
Aggregate Numbers Across Every Linked Record
A Rollup summarizes a numeric field across all linked Records using one of five functions—Sum, Average, Min, Max, or Range, the spread between smallest and largest. Optional filters restrict which linked Records count toward the result.
Total deal value on the account, average completion across a project's tasks—computed continuously, never compiled by hand.
Conditional Aggregation
Count and Summarize Only the Records That Qualify
Conditional Counts, Lookups, and Rollups apply conditions to the aggregation itself—count only open findings, sum only active contracts, look up only the primary contact—rather than summarizing every linked Record unconditionally.
Both field types require at least one Linked Record field on the Table, and calculated-field counts scale by plan: 30 per Table on Team, 50 on Professional, and 100 on Enterprise and Signature.
Lookup & Rollup Fields
Oversight lives in aggregates—how many findings are open, what a vendor's contracts total, whether testing is on pace. Lookup & Rollup Fields keep those answers on the Record.
A conditional Rollup counts only open findings linked to each control, so the register itself shows where remediation attention belongs—no weekly tally required.
A Lookup carries the reporting period from the Goals Table down to every related initiative, keeping downstream Records aligned to the source without re-entry.
Count the controls linked to each risk—and, with a conditional Count, only those with a current passing test—so coverage gaps show up on the risk Record itself.
Sum contract values across every agreement linked to a supplier and look up the relationship owner alongside the total—third-party risk reviews start from one Record.
Pair these fields with Linked Records—the relationship carries the data, and Lookups and Rollups turn it into totals and source values on both sides.
Oversight lives in aggregates—how many findings are open, what a vendor's contracts total, whether testing is on pace. Lookup & Rollup Fields keep those answers on the Record.
They are calculated field types that work through Linked Record relationships: a Lookup displays a value copied from a linked Record, and a Rollup aggregates a numeric value across all linked Records using Sum, Average, Min, Max, or Range.
A Lookup shows one field's value from a linked Record—like a contact's email—while a Rollup computes a summary across all linked Records, like the total of every linked contract. Lookups display; Rollups aggregate.
Yes. Both field types require at least one Linked Record field on the Table before they can be created—the link defines which Records the Lookup reads and the Rollup aggregates.
Yes. Lookups have an Include Filters toggle and Rollups support optional filtering, and Conditional Counts, Lookups, and Rollups apply conditions to the aggregation—count only open items, sum only active contracts.
Yes. A Lookup automatically inherits the formatting of its source field, shows a live preview while you configure it, and clicking a Lookup value navigates to the originating Record.
They share the plan-based calculated-field limits: 30 per Table on Team, 50 on Professional, and 100 on Enterprise and Signature. Both field types are available on all SmartSuite plans.
Put the Summary Where the Work Is
Link your Tables, add a Lookup or Rollup, and watch totals and source values keep themselves current.