Aggregation field

Aggregation fields pull together data from multiple entries, showing meaningful results such as sum, average, or combined text (concatenate).

Aggregation fields can be used to get the table data outside the table and use it in the form sections. This allows you to perform calculations or combine information from table entries and display it in summary form in other parts of the form.

Settings

Aggregating table data

Aggregation fields can show relationships between multiple entries in a table. To connect an aggregation field to a table, follow these steps:

1. Click the box that says Aggregate table data in the context of a single item of the process.
2. Under Choose a flow to look up, select the form table you want to use from the available options.
3. Select the field you want to aggregate.
4. Select a function to apply to the field. Keep in mind that some functions may only work with certain types of fields.

Aggregation field types

Aggregation fields are automatically assigned a field type based on their evaluation data. 

• SUM and AVERAGE are either Numbers or Currency.
• COUNT is Number.
• CONCATENATE are Text.
• MIN and MAX match the field type they evaluate. Rating and slider fields are converted to Numbers. 

Adding decimal places

You can add decimal places to the aggregation field using the following steps:

1. Go to the form, and select an aggregation field.
2. In Field properties > Settings.
3. Configure the aggregation field based on your requirements.
4. In the Number of decimal places field, enter the number of decimal places you want the field to display.
5. Publish the form.

Once you publish the form, end-users can create new items, and the aggregation field will display values based on the number of decimal places entered. For example, if you have calculated the average amount of the allocated amount in your budget with the number of decimal places as two, your output is as below:

Aggregating data from other flows

If you uncheck the box that says Aggregate table data in the context of a single item of the process, you can select any flow in your Kissflow account. You can choose another process, project, or dataset. Choose the field and then the type of aggregation. 

Filters

You can apply filters to restrict the values used in the aggregation. 

Use case

Let’s look at the example of a Time off request. 

Let’s say you have a table called Leave Details and ask users to add individual dates they will be gone. These are calculated as a number field called Leave duration. You want to display the sum of all the days requested from the table. 

• Create an aggregation field called Total leave days. 
• Check the field Aggregate table data in the context of a single item of the process. 
• Under Choose a flow to look up, select the table with your leave information, in this instance, Leave Details. 
• Under Select a field, select Leave duration.
• Under Aggregation type, choose Sum. 

Live forms

Aggregation fields from table fields update automatically when data is entered or edited into the form. 

It's important to note that if you use an aggregation field to pull data from other datasets, processes, or projects, the value displayed in the field will remain static after it is initially gathered.

FAQs

1. What are the various soft limits in Kissflow forms?

Ans) To improve performance and ensure efficient use of resources, Kissflow has put up the following restrictions on each form:

• A maximum of 1000 fields per form.

• A default soft limit of 10 child tables in every form.

• A default soft limit of 100 columns per child table.

• An upper limit of 5000 rows per child table.

• An upper limit of 30 events per form (button fields not included).

2. Can I change field data types in a form with more than 5000 items?

Ans) You cannot change field data types in a form when there are more than 5000 records. This restriction is in place to prevent potential versioning issues when modifying data types for large forms. Changing data types for many values can lead to inconsistencies and performance problems.

3. Are there any field types in Kissflow forms that do not have soft limits?

Ans) Yes, certain field types in Kissflow forms are not subject to soft limits:

• Rich text fields.

• Grid fields.

• Button fields (these have a separate soft limit of 100 buttons per form, in addition to the default form limit).

Rich text and Grid fields are exempt from restrictions as they don't contain metadata.

4. What happens if I duplicate a section with increased limits?

Ans) If a flow with increased limits is duplicated, the new flow will inherit the same incremented limits.

5. Will I receive any warnings when approaching these limits?

Ans) Yes, warnings will appear when you are close to reaching the limits. For example, when you have 990 fields and 90 columns, you will receive warnings indicating that you are approaching the limit and suggesting that you request an extension if needed.