Aggregation Fields

An Aggregation Field

summarises many linked records

Record

An individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.

into a single number - a total, an average, a count, and more. On an Order record, an aggregation can total the price of every linked line item; on a Project, it can count the open tasks

Task

Something that needs to be done, created against a record and optionally assigned to a colleague with a due date.

or add up the hours across linked build steps. The value recalculates by itself as the underlying records change, so your roll-ups are always current.

Aggregations work over a linked collection, so you'll usually add a linked collection field first.

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1. Create an aggregation field

1. Open the Fields pane

Open the collection

, click the options menu (⋯) and select Configure (or right-click the collection in the sidebar and choose Configure), then under Setup click Fields.

You'll need Configure permission

Permission

The level of access — No Access, View Only, View & Edit or Not Enabled — granted through a Role for a specific area of Kinabase, such as records, tasks or configuration.

for the collection. If you're unsure, ask your System admin.

2. Add the field

Click Add field, give it a Name (such as Order Total), and set the Type to Aggregation for a number, or Aggregation (Date) to find the earliest or latest date.

3. Choose what to summarise

Configure the settings for the aggregation:

Setting	Purpose
Target Type	What you're summarising - a linked Collection, the record's Tasks, or its Activities.
Link Field	The linked collection field connecting to the records to include (for a Collection target).
Mode	The calculation to perform (see below).
Target Field	The field to calculate on - required for every mode except Count.
Filter	Optional conditions so only matching records are included (for example, only Completed invoices).

4. Save

Click Add field. The aggregation fills in automatically and updates as its source records change.

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2. Aggregation modes

An Aggregation field offers these modes:

Mode	Result
Count	The number of related records.
Sum	The total of a numeric field.
Average	The mean of a numeric field.
Minimum	The smallest value.
Maximum	The largest value.
Standard Deviation	The spread of the values.
Change over time (Latest - Earliest)	The difference between the newest and oldest value - pick a Time field to order the records by.

An Aggregation (Date) field instead returns a single date, with Mode set to Latest or Earliest - for example, the most recent activity date across a record's linked entries.

Use the Filter to keep an aggregation focused - a paid total that ignores drafts, or a count of open tasks that excludes completed ones.

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3. Tips

• Set up the linking linked collection field before adding the aggregation.
• Add a Filter so totals and counts reflect only the records that matter.
• Give complex aggregations a clear Description so colleagues know exactly what's being summarised. See Configuring fields.

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By using aggregation fields, you automate the totals, averages and counts that keep your Kinabase collections informative and up to date.

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Need more help? Ask your System admin, or contact our support team via Help & Support.