Connect your data with linked records

Connect your data with linked records

As tables grow, relationships between items become essential—tasks belong to projects, products include components, writers own articles. Linked records in Stackby let those relationships live inside the database, so context travels with the work, reporting becomes accurate, and updates stay in sync.

What are linked records?

Linked records create connections between rows in different (or the same) tables. Instead of duplicating information, a link references the source record—so the latest details are always visible wherever they’re needed.

What links enable:

• Bi-directional context: see related items from either table.

• Clean data: no copy-paste, fewer mismatches.

• Calculations across tables: count, summarize, or pull details from related records.

Common examples:

• Tasks linked to Projects

• Deals linked to Companies

• Campaigns linked to Channels

• Tickets linked to Customers
  
  

Building a relational database

A Stackby base becomes truly powerful when tables are related. Linked records turn standalone lists into a connected system that reflects real processes, reduces manual effort, and unlocks computed fields.

Key relational tools that build on link column type:

• Lookup: bring a specific field from the linked record into the current table (e.g., Company → Industry).

• Aggregation or Rollup: apply a function (SUM, MIN, MAX, COUNT, AVERAGE) across linked records (e.g., total deal value per company).

• Lookup Count: quickly tally how many items are linked (e.g., number of tasks per project).

Benefits:

• Minimize redundant entry and ensure data stays current.

• Create reliable reports and dashboards.

• Enable automations triggered by related changes.

1. Connecting applicants and open profiles

Use case:

• HR manager link applicants to open profiles → Which applicant applied to which profile

How to set it up:

• In Applicants, add a Linked record field to Open Profiles.

• In Open Profiles, use a Lookup Count field to see how many applicants applied to that profile.

• Optionally add Lookups to last interview date, or status from Applicants in the Open Profiles table.

Why it helps:

• HR managers can identify where they're lacking, which profiles are getting most candidates and their closure rate for each open profile.

2. Connecting videos and platforms

Use case:

• Content manager link videos to platforms to post on → Which video will be distributed to which platform.

How to set it up:

• In Videos, add a Linked record field to Platforms

• In Platforms, use a Lookup Count field to see how many videos have been distributed on that platform.

• Optionally add Lookups to video editor, total budget per platform or status from Videos in the Platforms table.

Why it helps:

• Content Managers can manage their key metrics and KPIs on content distributed on which platforms, total budget per platform, where they're doing well and where they need improvement.

3. Connecting products and orders

Use case:

• Inventory manager link sales and purchase orders to products to track stock and inventory levels.

How to set it up:

• In Products, add a Linked record field to Sales Orders and Purchase Orders Tables

• In Products, use a Lookup Count field to see how many sales orders and purchase orders have been done

• In Sales Orders, use an aggregation (SUM) field to bring total cumulative value for that sales order from the individual linked products.

Why it helps:

• Operations managers can manage their real-time stock and inventory levels and maintain but sales and purchase orders in separate tables.