Calculating Subitems in Table View
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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 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.
Automatic calculations (called roll-ups or aggregations) take specific data from subitems and show the result on the parent item, like a task or project. For example, they can show the total (which means the sum of all numbers) or the average (which means the sum divided by how many items there are). Remember, “total” and “average” are different—“total” is just the sum, while “average” shows the typical value.
There are two ways to automatically calculate the values of subitems:
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Roll-up method (or All Values option): This method aggregates data from all subitems, allowing you to display totals, averages, or other calculations on the parent item. It is useful when you need an overview of all underlying subitems without any filtering.
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Aggregate method (or Values from items that match filters option): This method calculates values solely from subitems that match criteria defined by filters. It's especially useful when you want to focus on a specific subset, such as tasks with a particular status or items within a certain category.
These options help you customize how parent items reflect data from their subitems, ensuring that calculations are both accurate and relevant to your needs.
When you turn on Automatic calculations (Roll-up or Aggregation) 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.
Note
This only applies when using the Roll-up method. Aggregated values are not saved anywhere in the database—they are calculated and shown only when you view them.
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Wrike calculates the rolled-up / aggregate value for the project / task as a sum or average according to the default aggregation set in the custom 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 / aggregate value.
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The project or task’s field isn’t editable until you turn off calculations.
Note
Automatic calculations can be performed only on custom fields of the following types: Number, Percent, Currency, Formula, and Duration.
Automatic calculations can be performed for several system fields. For SUM aggregation, values such as Duration, Effort, Booked Effort, Time Spent, Allocation Effort, and Allocated Hours can be calculated. Financial fields including Budget, Planned Fees, Actual Fees, Planned Cost, and Actual Cost can also be summed. For AVG aggregation, Progress can be averaged automatically. For date fields, the earliest value (MIN Date aggregation) can be determined for the Start Date, while the latest value (MAX Date aggregation) applies to the Due Date and Last Modified Date.
Important
Automatic calculations are disabled when any changes in the field cell (manual or automated) are made on the parent level item.
You can use the All Values option within the Calculate Subitems feature to automatically sum the values of all subitems and display the total on the parent item, such as a task or project.
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 selected 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 button 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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To display roll-up data for a selected column or custom field, choose the All Values 5 option from the Show in this table section.
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After you choose to enable calculations for the selected type, a confirmation dialog will appear. If you check the Replace current values box and click the Turn on 6 button, the system will erase any values previously entered for that task or project and begin using rollup values from subitems instead. From then on, the system will automatically update the sum of all subitems whenever their values change.
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Additionally, a notification will appear to confirm that automatic calculation has been successfully enabled for the selected column 7.
To turn-off the calculations, repeat the step 2-3 and select Turn off calculations 8.
Alternative way to turn on the calculations is 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.
To calculate values exclusively from subitems that meet specific filter criteria, use this approach.
Steps to Calculate Values from Filtered subitems:
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Open the Column Menu:
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Click the three-dot 1 menu button located in the title of the column where you want to enable automatic calculations for filtered data.
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Enable Sub-Item Calculations:
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From the dropdown menu, select Calculate subitems 2.
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Choose the Item Type:
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Select which items to include in the automatic calculation 3:
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Tasks and Projects
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Tasks only
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Projects only
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Apply Aggregate Criteria:
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In the Show in this table section, choose Values from items that match filters 4.
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Alternative Method (Optional):
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You can also activate automatic calculation by clicking the calculation icon 5 directly on the parent item.
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Apply confirmation:
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In the confirmation dialog, click the Turn on 6 button to enable the automatic calculations.
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Additionally, a notification will appear to confirm that automatic calculation has been successfully enabled for the selected column 7.
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Set Up Sub-Item Filters:
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Specify the criteria to filter subitems (e.g., status is "New").
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Only subitems that match these filters will be included in the calculation.
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View Results:
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The parent item will now display the calculated value (such as the sum) based only on the filtered subitems 8.
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You can disable automatic calculation using the same steps as you would for the Roll-up method.
Note
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Aggregation is calculated on a per-view basis. This ensures that calculations consider the specific filtered dataset defined by each view, and all view filters are applied.
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When you enable aggregation in one view, rollup is activated as well, allowing you to see the aggregated results in other views, including work item views.
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Aggregations and roll-ups may produce identical results within a view if no filters are set.
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You can enable rollups for more than 10,000 items, but it will require additional steps, such as first enabling rollups in multiple lower-level folders and then proceeding upward.
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If your table contains fewer than 1,000 items, aggregated values (like totals or averages) will update automatically and instantly whenever you change subitem values.
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If your table has more than 1,000 items, updates to aggregated values may take a bit longer. In this case, the calculations are handled in the background, so you’ll see a small refresh icon while the values are being updated. Aggregated values won’t refresh instantly, and you may need to wait briefly for the new results to appear.
Note
Automatic calculations are available for Project dates, Time spent, Effort and Booked effort columns.
You can enable the date roll-up via the 3-dot menu 1 of the field: click Calculate subitems 2 and select to calculate it for projects and/or tasks from the list 3.
Note
To see Projects in your table view, tick to enable the Parent row option in the 3-dots action menu.