Welcome to the Airtable Community! If you're new here, check out our Getting Started area to get the most out of your community experience.

Summarize Data From Different Tables

Topic Labels: Data summary
120 2
Showing results for 
Search instead for 
Did you mean: 

I made a base to better track and manage nonprofit donations. I have 2 tables set up: 2022 and 2023, with a third table I want to use as a summary table. Each table has a donor name, gift date, and gift amount, among other irrelevant information, as well as views broken down by quarter.

What I am looking to do, is have that third table list the total gift amounts and the total by quarter as I have it in my views. I've been trying to look up formulas but nothing seems to work.

I tried linking but all that does is create 2,000 new rows in my summary table, which I don't want. I just want to take the total it presents me, and plug it in here so I can summarize the data, and compare to last year's data. 

If there isn't a way to do this in AirTable, is there something I can do to push that data automatically to a google sheet where it can calculate and update as new information is added? 

2 Replies 2

You will want to use a rollup field that can perform calculations on linked records.


What is the reason you separated out the tables by year? Combining the tables into one will make the rollup a bit easier to manage but that depends on what you need, of course.

It sounds like all you'd need in your Summary table is a single record that links to ALL the donation records which can then roll up the data how you want. Here's how I think that can look.



Below is a screenshot of how I set up the Rollup field for the quarter breakouts. It's easy to set up manually and won't take long since there are only 4 a year, but there are ways to automate this if you want as well.


If all you truly want is a high-level summary, maybe you can even create a dashboard using an Interface. You'll be able to add a filter that lets you tweak the results live based on criteria making it a much more dynamic experience. But again, that's all personal preference.

Airtable has Interface templates. This is how far I got after just a minute or so of modifying the Interface template.



Is any of this helpful?

I separated by year because I didn't want to have a long list of views I'd have to scroll to get to info I need. I wanted things separate. The part that trips me up about the rollups is, when I try the linked fields, all it does it make 2,000 new rows in my "Year over year" table, and doesn't list all the donors in a single cell like you have it.

I have tried some interface stuff but it still seems limited as the two tables can't be linked there. I can have displays of fields from only one source, which is really counterintuitive.