Its going to be a very simple and basic blog where i will show you how you can count number of related records for e.g.
- number of cases related to account/contact
- number of opportunities related to account/contact
- number of active quotes for a contact
this list can go one. In short wherever you have 1:N relationship ; you should be able to perform this operation. it will show something like below :
- To do this create a field on parent record – select the name and select the data type as “whole number” and field type as “RollUp” :
- after doing this as soon as you click on “edit” – it saves the field and give you an editor , just like a business rule select the cases(customer) as a related entity.
- you can define condition below that for e.g where status of the case = active or where cases owner is a particular user.
- finally in the Aggregation select “COUNT” and in the next field it will show you just one option as case.
- finally save the editor and put this field on the form. When you open the form after the publishing all customization , you might see this as 0 at first place its because rollup fields are nothing but system jobs in the background which runs at particular time ( 12 hours to be specific) but you can always force it by clicking to that refresh button in the field :
once all done you will have this field showing you the related records count.
i hope this helps!
Hi folks , i have gathered a quick summary of important differences between a calculate field and a roll up field:
||Roll Up Field
|Data is calculated as soon as form is loaded
||The rollups are calculated by scheduled system jobs that run asynchronously in the background.
|calculated fields let you automate manual calculations used in your business processes.
||. A rollup field contains an aggregate value computed over the records related to a specified record
|The calculated fields comprise of calculations that use the fields from the current entity or related parent entities.
||The roll up fields comprise of Aggregation that use the fields from the current entity or related child entities.
|The expression support is available on the current entity and the related parent entity fields in the Condition sections and the Action sections. The built-in functions include:
ADDHOURS, ADDDAYS, ADDWEEKS, ADDMONTHS, ADDYEARS, SUBTRACTHOURS, SUBTRACTDAYS, SUBTRACTWEEKS, SUBTRACTMONTHS, SUBTRACTYEARS, DIFFINDAYS, DIFFINHOURS, DIFFINMINUTES, DIFFINMONTHS, DIFFINWEEKS, DIFFINYEARS, CONCAT, TRIMLEFT, and TRIMRIGHT.
|Wide selection of aggregate functions. You can aggregate data by using the following functions: SUM, COUNT, MIN, MAXand AVG.
|A seamless integration of the calculated fields with the forms, views, charts, and reports is available in real time.
||eamless integration with the user interface. You can include the rollup fields in forms, views, charts and reports.
|The available data types for the calculated field:
Single line of text,Option Set,Two Options,Whole Number,Decimal Number,Currency,Date and Time
|The data types include decimal or whole numbers, currency, and date/time.
Above data has been collected from Microsoft technet.
if you wish to know more about these fields in-depth, please follow below:
Calculated Field : https://technet.microsoft.com/en-us/library/dn832103.aspx
Rollup Field : https://technet.microsoft.com/en-us/library/dn832162.aspx
Hope this helps!
Well, lets pause the coding life for minute and do it using Calculated Fields which used simple UI like business rules.
In Scenario below , i am retrieving the Budget Allocated amount from source campaign on a lead record.
- Create a currency Calculated field on lead record :Give the appropriator name , select data type as Currency or as per your need > Select Field type as Calculated and click on Edit. As soon as you click on edit, system will actually create this field for you.
- After clicking on Edit button , you will be presented with the UI where you have put in your logic:
As a first step i am checking if Budget Allocated field on campaign actually has data.To do this you have select Source campaign in the Entity and the corresponding field.
- Once this condition is set click on the Action :
In the editor start the typing the name of source campaign lookup or you can scroll though all fields/lookups available on the lead entity. Here i have select campaignid
- Once selected the campaignid , enter a dot(.) – post which you will start getting fields from the campaign:
Here i am selecting the budgetcost(Allocated Budget)
- Finally it will look like below :Save and close the editor and also the field property window.
- Put this calculated field on the form and publish customization.
- Open a lead which has campaign associated to it:
It is a very basic example i showed , i tried not to make it complex as it might become very confusing for a beginner. You can do a lot manipulation with the data by using out of the box functions that are available for a calculated field or apply your custom logic.hope this helps!