When (and how) to use computed columns

Computed fields automatically reflect changes in data without manual edits, giving reliable context for auditing, summaries, and cross‑table insights in a workflow. They help track who changed what and when, pull details from related records, and compute rollups so teams can act on always‑current information.

What are computed columns?

Computed columns are special column types that calculate or fetch values based on rules, links, or other fields, rather than being typed in by users. Common types include Created time, Last modified time, Last modified by, Lookup, Rollup, Count, and Button—each updating automatically to keep data consistent and auditable.

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Explore computed columns

Use computed columns to:

• Create an audit trail with timestamps and “who changed it” for each record.

• Surface related details across linked tables without duplicating data (Lookups).

• Summarize totals, counts, mins/maxes, or conditional metrics from linked records (Aggregations/ Lookup Counts).

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1. Keep track of important changes

Add Created time, Last modified time, and Last modified by to capture when records are added or updated and by whom. Pair these with status or owner fields to enable automations, SLAs, and “recently updated” views without manual upkeep.

Tips:

• Use Last modified time limited to key fields (e.g., Status, Due date) to avoid noise.

• Drive a “Recently updated” view filtered on Last modified time within X days.

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2. Aggregate data using linked records

Link tables to reflect real relationships (e.g., Projects ↔ Tasks), then use Count, Lookup, and Rollup to bring the right context into one place. This reduces copy‑paste errors and ensures reports always reflect the source of truth.

Summarize the number of linked records with Count

Count instantly tallies how many records are linked (e.g., tasks per project, tickets per customer), updating automatically as links change. It’s ideal for workload and capacity views.

Surface relevant details across tables with Lookup

Lookup pulls specific fields from linked records (e.g., Client → SLA tier, Task → Due date) so stakeholders see crucial context without opening the related table.

Aggregate insights with Rollup

Rollup applies a function (SUM, MIN, MAX, AVERAGE, ARRAY_JOIN, etc.) across linked records—great for totals (budget, hours), earliest/latest dates, or conditional summaries via aggregation formulas.

Take action: Add a count field

• Ensure the relationship exists (e.g., Projects table linked to Tasks).

• In the parent table (Projects), add a Count field targeting the linked Tasks field.

• Use it in views (group by Owner, sort by Count desc) to balance workloads.

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3. Take action with button

Use Button fields to launch contextual actions from a record—open URLs, deep‑link into other tools, or call webhooks and automations—so users can act without hunting through menus. Buttons pair well with Lookups/Rollups to pass dynamic parameters to the target.

Tips:

• Combine Button with a computed URL (via formula or lookup) for precise deep links.

• Use buttons to trigger external flows (e.g., open draft doc, create ticket) while keeping data in sync.

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Practical checklist:

• Add Created/Last modified columns for audit and “recently updated” views.

• Link entities, then add Count for workload and Rollup for totals/dates.

• Add Lookups to display must‑know attributes in context.

• Include a Button for common actions to speed handoffs and reduce clicks.