Calculating Subitems from Custom Fields (Roll-up)
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
Automatic calculations (Roll-up) is available for Business and higher accounts.
Regular users can turn on or turn off the automatic calculations for tasks and projects unless their access role restricts it.
Roll up data that automatically aggregates and calculates specific data from subitems up to their parent tasks or projects.
When you turn on Automatic calculations (Roll-up) for the fields:
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Wrike aggregates all values from the child projects, folders, tasks and subtasks. It automatically calculates their sum or average and enters the result in the project or folder's custom field.
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Wrike calculates the rolled-up value for the project/task as a sum or average according to the default aggregation set in the field’s properties.
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If you or other users manually entered a value for this field in the project/task previously, it will be cleared and replaced with the rolled up value.
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The project/tasks’s field will not be editable until you turn off calculations.
Note
You can roll up data only for Number, Percent, Currency, Formula and Duration types of custom fields.
From Table view, you can turn this feature on for multiple projects or tasks at the same time:
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Navigate to the folder, project, or space that contains all the projects and tasks and switch to Table view 1.
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Click on the three-dot menu 2 on the column title with the name of the field you’d like to roll-up.
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In the menu that appears, hover over Calculate subitems 3.
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Select the type 4, Turn on calculations for:
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Tasks and projects
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Tasks only
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Projects only
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After completing these steps, the values will be automatically rolled up.
To turn off the calculations, repeat the step 2-3 and select Turn off calculations 5.
You can also turn on the calculations by:
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Choosing the project/task where you would like to turn on calculations.
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Hovering over the project or task column field data and clicking the icon to turn on the calculations.
To turn off, click on the X icon in the task/project column field data.
Note
Automatic calculations are available for project dates, time spent, effort and Booked effort columns.
Here are some simple examples of function syntax based on the data provided:
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Using the IF function in a formula:
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Example: You want to calculate the number of days a task is late. If the task is still active, calculate the difference between today and the due date. If the task is completed, calculate the difference between the completed date and the due date.
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Syntax: IF(status = 'Active', TODAY() - [Due Date], [Completed Date] - [Due Date])
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Reference: This type of functionality is currently not supported in Wrike's calculated custom fields, as mentioned in the data.
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Using the SUM function with a filter:
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Example: You want to sum the values of a custom field but only for tasks that meet a certain condition.
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Syntax: (SUM([Task Custom Field Numeric Value]), [Task Custom Field Name])
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Reference: This example shows how to use the SUM function with a filter to include only specific tasks
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These examples illustrate how different functions can be used in Wrike's formula fields to perform calculations and apply logic based on task attributes.
To roll up values from subitems to parent tasks, you can re-create budgeting field using a custom Formula field. After that, put it next to the source field to overview real task values vs summed subitem values for comparison.