This article explains how to display subform data line by line in a multi line field, making it easier to summarize and review information.

Use Cases

Inventory management: Display inbound and outbound details in a single line field for easier tracking.
Equipment management: Summarize component details of a device for quick reference.
Material management: Consolidate item request details into one field for faster review by approvers.

How does it work?

Combine each row of subform data into a single line, and add a line break and a separator.
Extract all subform data and split it using the separator to create a line-by-line display.
Use custom text and formulas to generate the final summarized result.

What does it look like?

When item request details are entered in the Material Request Form, they will automatically be displayed line by line in a multi line field in the main form.

How to Set it up?

Using a material request scenario as an example.

Step 1 Preparing a form

Create a Material Request Form with the following fields:

Field Name	Field Type
Request Time	Date & Time
Requested By	Member
Department	Department
Request Details	Subform
Subfield – Item Name	Single Select
Subfield – Quantity	Number
Subfield – Unit	Single Line
Subfield – Row Summary	Multi Line
Item Summary	Multi Line

Step 2 Configuring the Formulas

Configure the “Row Summary” field

Select the Row Summary field, go to Field Properties >> Initial Value >> Edit.

Then edit the formula:

CONCATENATE(  Request Details.Item Name,"-", Request Details.Quantity,Request Details.Unit,CHAR(10), ",")

This formula combines each row’s item name, quantity, and unit, followed by a line break and a comma.

2) Configure the “Item Summary” field

Use the same method to set the formula:

CONCATENATE(SPLIT(TEXT(Request Details.Row Summary), ","),"Total",COUNT(Request Details.Item Name)," items, ",SUM(Request Details.Quantity)," units")

This formula splits all values in the Row Summary field using commas, then calculates the number of item types and the total quantity, and finally combines everything into a single result using the CONCATENATE function.