By Carlos Gallardo
Why Not Roll-Up?
As an admin at your nonprofit or institution, you want to make processes around CRM and fundraising efficient as possible. When you optimize your tools, your organization can achieve quicker access to the data that informs your engagement strategies. As a Data Migration Specialist and Business Analyst at roundCorner, I have experienced one common question from organizations— “How much has my constituent donated in the past year?” Roll-up summary fields are tools that allow you find this answer in one place.
In NGO Connect or Advancement Connect, you will find it effortless to create a report through the Salesforce Report Builder. Pull desired fields, create summary fields on the report, and set filters to return critical data for any constituent. Subsequently, you can roll-up summarized data from one Salesforce Object to another, bringing it into view at once. In short, you have a few options at your disposal to accomplish this. My work has allowed me to learn the ins-and-outs of rolling up data from one object to another. This time, I will explain roll-ups within standard Salesforce functionality.
Roll-Up Summary Fields in Salesforce
It is always recommended to develop within Salesforce’s standard functionality and Governor Limits. For this purpose, our topic is Salesforce’s standard roll-up summary custom fields. Salesforce Admins find these fields easy to create and a breeze to update depending on the business need. Additionally, you can set filters on the data that you need to roll up and summarize.
NGO Connect and Advancement Connect Admins love this standard functionality, as it is simple and ready to use out-of-the-box. In order to extend its capabilities, Salesforce recently increased the max limit from 10 roll-up summary fields per object to 25.
Furthermore, a great business scenario to use roll-up summary fields is to roll-up data from the Giving (Opportunity) object to the Account object. Standard roll-up summary field functionality makes it possible to see a constituent’s Lifetime Hard Credit Amount and only filter on Closed Giving records.
Roll-Up Limits in Salesforce
However, as awesome as this standard functionality is, it comes with a slight limitation—in order to create a roll-up summary field that summarizes data from one object to another object, the two objects need to be connected by a Master-Detail Relationship. If two objects are related by a Lookup Relationship and not a Master-Detail Relationship, creating a roll-up summary field will not be possible. Nevertheless, we’re here to let Salesforce Admins know that there is a solution to this problem. Next month, look for Part 2, where we’ll jump into some custom solutions in the Salesforce AppExchange that expand roll-up capability.
In the meantime, these helpful links can get you started with roll-up summary fields in Salesforce:
- Intro to Implementing Roll-up Summary Fields: https://trailhead.salesforce.com/modules/point_click_business_logic/units/roll_up_summary_fields
- Salesforce Help & Training on Roll-up Summary Field: https://help.salesforce.com/articleView?id=fields_about_roll_up_summary_fields.htm&language=en&type=0
- Increase the Roll-up Summary Field Max Limit: https://help.salesforce.com/articleView?id=000213287&language=en_US&type=1