Salesforce App of the Week: Rollup Helper

One great thing about being a Salesforce consultant is that we get to explore a wide variety of solutions and tools for our clients. Over the years we have used and gained insight into hundreds of apps while working on client projects or for our own internal needs. Now we want to bring the knowledge from the Pracedo team to you. Each week we will post a new or featured Salesforce app from the appexchange that we have found useful to us or to our clients.

 

Our first Salesforce App of the Week is the Rollup Helper, developed by Passage Technology.

 

About Rollup Helper

Rollup Helper is all in the name. The app rolls up any data within Salesforce without the need for code; data that would otherwise be restricted by standard Salesforce functionality.

Rollup Helper supports:

  • Count, sum, max, min, average, percent, and text
  • Managed/custom objects, lookups, time buckets, cross object values, formulas, and hierarchies

The app offers three free rollups with an option to upgrade for more rollups and features.

 

Use Case (AKA The Problem)

We found Rollup Helper to be especially vital while working on a pro bono client using campaign hierarchies and opportunities.

The client has two types of campaigns in the hierarchy: primary fundraising campaigns hosted by the organisation itself each season (Labour Day, Winter, Summer, etc.). Within these seasonal campaigns they invite individuals to host their own fundraisers, which act as the secondary campaigns.

The goal for the client is to monitor the progress of the overall primary campaign as well as the progress of individual secondary campaigns (how much has been raised against the goals of each).

As you may have seen, there are some beneficial standard fields in Salesforce campaigns: Total Value Won Opportunities, Total Won Opportunities, etc. These fields roll up the data from opportunities assigned to the primary campaign and are useful for monitoring the progress of a campaign. The gap here is that they don’t roll up for data for opportunities assigned to secondary campaigns. The fields are only populated for primary campaigns.

 

This gap is due to both the relationships between objects in Salesforce and the default calculation of the aforementioned standard fields. First, Salesforce by default populates those standard fields using only the primary campaign source. And because they are standard fields they are not editable. Second, to create your own custom rollup in Salesforce the relationship between objects must be master-detail.

Choosing the master-detail relationship between campaigns and opportunities is often not ideal for many organisations. In the case for our client, a campaign could potentially be removed but the donation (opportunity) was still gifted and needs to remain in the database. Therefore it was necessary to use only lookup relationships between campaigns and opportunities, which means a custom rollup field between the two objects is not possible.

 

Many Salesforce users have run into this issue and there are several suggestions already submitted to Ideas. So hopefully in the future Salesforce may build this functionality into the platform.

But for now, we have to rely either on Apex code or apps to solve the issue.

 

The Solution

Fortunately, the folks at Passage Technology have developed an easy-to-use app that addresses the issue directly, without the need for code.

Our implementation of Rollup Helper took less than an hour and we were able to see results immediately.

If you are using Rollup Helper with campaign hierarchies, make sure you have taken all the steps to enable campaign hierarchies in your org and have built the necessary field relationships.

Once you have structured your data model to support your needs, you can begin the process of using Rollup Helper.

 

Step 1: Create Your Custom Fields

You will need to create the custom fields that you wish to populate with the rollup data if the field does not already exist. The outputs supported by Rollup Helper are: count, sum, max, min, average, percent, and text; so choose your field type according to the output you want to see.

In the case of our client, we created two custom fields for our rollups:

  • Total Value Won (Secondary)
  • Total Won Opportunities (Secondary)

 

Step 2: Install Rollup Helper to Your Org

This process is fairly straight-forward. Get the app from the appexchange and connect it to your org.

When installation is complete, you will see it available in your app menu.

 

 

Step 3: Build Your Custom Rollup

Rollup Helper clearly walks you through the requirements for building your rollup. Below are some screenshots so you can get a visual of what the app can do.

Choose the object that will host your rollup. In the case of our client, we chose the campaign object.

 

Choose the field on the host object where you want your data to reside. If you created a custom field in Step 1, select it here.

 

Then select the source for your rollup (object, relationship, and field), and add any filter logic you need (e.g. only won opportunities). As you can see from the screenshot below, we have chosen the relationship created by our secondary campaign lookup, which refines the rollup to only pull from opportunities associated with a secondary campaign in accordance with our goals stated above.

For example, our first field of “Total Value Won (Secondary)” we want to roll up a sum of all the Amount fields on all won opportunities assigned to a secondary campaign.

 

 

Step 4: Run and Schedule Your Rollups

When you have built the structure of your rollup you will have the options to immediately run and/or schedule. Rollup Helper offers real-time execution when you upgrade to the Enterprise Edition. With the free version you will have to manually run or schedule each rollup.

Your finished rollups will be listed in the “Rollups” tab within the app. Here you can edit, pause, run, or schedule your rollups.

 

Rollup Helper offers three rollups for free. Beyond that you will have to upgrade to the Enterprise edition.

In the case for our client, the three free rollups and a scheduled run every 12 hours is sufficient.

 

Summary

Rollup Helper simplified a process that would otherwise require complex code. We found it to be a direct and easy-to-use solution to our issue.

In the end, we were able to effectively provide two pieces of important information to our client using this app. The client is now able to see how both primary and secondary campaigns are progressing in terms of funds raised.

 

 

We hope that Rollup Helper provides you with the agility and ease we experienced.

 

– The Pracedo Team