Calculated Fields
Three column types calculate their value themselves instead of having it entered by hand:
| Type | From what |
|---|---|
| Use linked value | a linked entry |
| Calculate sum | multiple linked entries |
| Formula | an expression |
All three are read-only and are not available in forms.
Two require a link
Use linked value and Calculate sum only work if the Grid already has a link. Create that first — see Linking Grids.
Use linked value
Pulls a value from a linked entry into the current Grid.
Example: The Grid "Registrations" references "Events" via Link record. With Use linked value you pull the event date directly into the registration.
Settings:
| Setting | Meaning |
|---|---|
| Link field | Which link column is used |
| Target field | Which field is pulled from the linked entry |
The value updates automatically. If the date in "Events" changes, it changes in every registration along with it.
Use linked value instead of copying
The most common beginner mistake is writing recurring values into both Grids. Sooner or later, the data drifts apart. Use linked value keeps it in sync automatically — the information continues to exist in only one place.
Linked-in values are filterable
A pulled-in date can be filtered and sorted like a normal field. This lets you build a view "Registrations for upcoming events" without maintaining the date twice.
Calculate sum
Sums a numeric field across all linked entries.
Example: The Grid "Invoices" references "Line items" via Link multiple records. With Calculate sum, the total amount appears automatically on the invoice.
Settings:
| Setting | Meaning |
|---|---|
| Link field | A column of type Link multiple records |
| Target field | The numeric field to sum |
Requires the multi-link type
This type doesn't work with Link record — there's nothing to sum. You need Link multiple records.
Typical applications: invoice totals, project effort, order values, participant counts.
Formula
Calculates a value from an expression.
Settings:
| Setting | Meaning |
|---|---|
| Expression | The calculation, in ApptiveScript |
| Result type | What type the result has |
The editor (Edit an expression) shows a sample result and the determined type. Rely on the type: the sample result stays empty for some functions even though the column does calculate at runtime — why is explained in the expression editor.
The result must be a displayable value
A formula column always has to end on a value a column can display — text, number, date, boolean. An expression that produces a compound result can't be displayed.
Two cases where this happens — both can be fixed by appending an access:
| The expression ends on … | Append |
|---|---|
parseJSON() — a collection of keys and values | .get('<key>') |
match() — a list of all matches | .at(1) for the first match |
fieldValue('answer').parseJSON().get('a')
fieldValue('code').match('[a-z]').at(1)How an expression is structured is covered under Syntax; how to reference other fields, under Referencing values. The complete list of functions is in the function reference.
Build it up step by step
Start with a single field and append one function at a time. The editor shows the determined type after every step — and with it, which functions are possible next.
Calculated fields and Flows
Calculated fields don't trigger flows
Fields of type Use linked value, Calculate sum, and Formula can not be chosen as the triggering field in the flow trigger Entry was changed. They don't even show up there.
So if a calculated sum changes, no flow starts.
The workaround: React to the field that caused the calculation.
Instead of "when the invoice total changes," build the flow on "when a line item is added" — that is, a New entry trigger on the "Line items" Grid.
The same applies to Created at: this field is also unavailable as a condition.
Which type for which task
| You want to … | Type |
|---|---|
| Show a value from a linked entry | Use linked value |
| Sum amounts across multiple linked entries | Calculate sum |
| Compute values within a single entry | Formula |
| React to a change | Flow — calculated fields don't trigger |
| Build metrics across an entire view | Grouping with aggregate |
Calculation beats automation
For derived values, a calculated field is almost always better than a flow: it updates instantly, doesn't use up a flow run from your plan, and can't fail.
A flow is worth it when something should happen — not when something should merely be displayed.