Applying conditions to count, lookup, or rollup fields in Airtable

Plan availability	All plan types
Permissions	Owner /Creator - Have access to all field configuration options. Additionally everything editors, commenters, or read-only users can do. Editor - Can sort by, filter by, group by, or hide the field within a view. Commenter / Read-only - Copy a field's URL
Platform(s)	Web/Browser, Mac app, and Windows app

Lookup, rollup, and count fields in a table use linked record fields to pull in values from one table to another. By default, these fields will pull in all the linked records from the other table, but you can choose to apply conditions to filter on these fields to limit what is included. This is ideal for when you only want to show a subset of related records such as showing only pending tasks for a project or only employees with birthdays this month.

Note
If you are looking for information related to applying dynamic/conditional filters to linked record selection, then consult this support article.

Applying conditions to fields in Airtable

Applying conditions to existing lookup, rollup, or count fields means that you already have two tables connected by a linked record field. If you do not already have one of these fields created, see the following articles to first connect the tables and then create a lookup, rollup, or count field that pulls in or calculates values from one table to another.

Once you have a lookup, count, or rollup in your table, you can configure it to only show a subset of related information. For example, a “Bugs & Issues” table may be linked to a “Features” table to show all the bugs associated with each feature. If you wanted to only calculate the number of high-priority bugs for a feature, you could configure a count field to be filtered to just the “Critical” and “High” priority bugs. To configure this, you would:

Navigate to the count field in the “Bugs & Issues” table and open field settings by clicking Edit field from the dropdown menu.
Next, toggle on the “Only include linked records from the Features table that meet certain conditions” setting.
This will reveal the option to configure conditional statements. The conditions you can apply here work the same as record filtering in views where you select a field, an operator, and a comparison value. In our example, you can set the filter to only count bugs marked with “Critical” or “High” single select options from the “Priority” field in the other table (Bugs & Issues).
1. You can also add multiple conditions by creating a conditional group.
Once you are done configuring the conditions, click Save.

The number of high-priority bugs here can help determine which features need the most attention.

Invalid conditions in Airtable

When a rollup, lookup, or count field has an invalid condition, a notification will appear in the field configuration with an error symbol (⚠).

An image showing a lookup field with invalid conditions due to a field being deleted.

Invalid conditions may be caused by the following:

A field referenced in the condition was deleted.
A field referenced in the condition was changed to another field type that does not support the operator and comparison value of the original field type. For example, if a date field was changed to a text field, a condition that checks for all dates within the next month would become invalid.

It’s also worth noting:

If the field has an invalid condition while you are in the field configuration dialog, you will not be able to add any new conditions until the issue is resolved, and you will not be able to save the configuration.
If the field becomes invalid after you created it (e.g., a referenced field was deleted), all the cell values for that field will appear blank.