Summing Subitem Values to Trigger Item Status Change

[brateris (Dan)]

Hello,

I have a board that I want to use to track jobs submitted against a “Class Code” which is a prepaid amount that can be spent across multiple jobs. Each “Class Code” is an item and it has a “Max Cost” column. Every time a job is submitted, a sub item is added to the item with a job name and the cost of the job. I have added a “Roll Up” column that sums the “Cost” of all the sub items as “Total Spend”. I want to be able to change the Item’s status to “Inactive” when the sum of all the items sub items “Cost” >= Items “Max Cost” but I cannot seem to do this because the “Roll Up” column is not available in the Workflow. Anyone got any ideas how to do this??

[workflowboost (Bartosz @ Workflow Boost)]

Hello @brateris,

If you’re open to using a third-party app to solve your problem, you can use our Column to Column app to copy the “Total Spend” column to a number column whenever “Total Spend” changes.

You can then run automations based on the number column and have it update the status accordingly.

[brateris (Dan)]

Thank you, this will work! But I would rather not spend additional money on a feature that I think should be there already… we are spending a lot on the enterprise package already…

Is there no way to do this without a third party app?

[dmitry_noliam (Dmitry)]

Hey @brateris ,

with a little workaround it actually is possible to do it

As formula column is not supported (similar to the mirror), you can do the following:

1. Add an extra Numbers Column and enable AI for that one. The prompt can be something like: Summarize all values from the subitem “Subitem Cost” to this column.
   1. Now you have a supported column for automations and workflows to be used.
2. Then you can go ahead and create a workflow that looks like this:

(I haven’t used the right naming for your use case but I hope it is clear )

With that, you have a functioning flow for what you want to achieve.

Hope it helps.

[brateris (Dan)]

Thanks @dmitry_noliam , this might work, but the problem does go a little deeper. I cannot get the cost data into the sub items either because the cost is based on a formula. So this might work, if I am able to get the cost in the subitems. Is it true that overall formulas are not supported in workflows? In another thread of mine a user is telling me that he is able to access formulas in workflows and he believes that he might be on a newer version of the workflow product than me, does anyone know if there is some truth to this?

Thank you!