Rollup Helper & Lookup Helper Empower Rare Karma to Achieve Goals Without Code

Rare Karma is a CRM consultant specializing in front-office business transformation solutions and development using the Salesforce® and HubSpot platforms. The company combines deep industry experience with expert technical skills.

Removing Apex Code and Overcoming Salesforce Limitations

As CRM Consultants, they were hired by a client who had been using Apex code to get around Salesforce limitations. The challenge was that Rare Karma needed to find another way to get around these limitations without code. 

The client needed to be able to search and filter results, as well as reference values and use formulas to set field values. “In particular, there were a lot of fields that required a Rollup Summary of information from Child Accounts to Parent Accounts. Unfortunately, the standard Salesforce custom fields just weren't getting the job done. I spent quite a lot of time doing research regarding various possibilities,” explained Rare Karma Software Developer, Alicia Muth.

“Eventually, I found Passage Technology's Rollup Helper. It seemed to be the perfect fit, especially compared to the many 'incomplete' other possible solutions. I met with the Rollup Helper team to get everything to work exactly as we needed it, and in the process, I learned more about the other apps available from Passage Technology,” said Alicia.

Relating Custom Objects Based on Record Type, Account, and Month/Year

Since Rare Karma had successfully used Rollup Helper for Child Accounts and Parent Accounts, they decided to explore using Lookup Helper. Their team needed a way to relate two Custom Objects that are related to an Account, but they couldn't find a way to do it without code.

“I realized that I needed a complex lookup field, and when the standard Salesforce custom fields weren't of help, I decided Lookup Helper would be worth a shot. The matching needed to be done based on the Record Type, Account, as well as Month/Year,” said Alicia.

Prior to this, the Rare Karma team had tried using Flows, Lookup Fields, and Master-Detail Relationships, but none of these solutions fit their needs. Alicia adds, “It was difficult because of the multiple variables. It seemed we might have to do things manually or return to code.”

“After a demo, Passage Technology’s Operations Manager Jacob Blair gave me a perfect solution to the issue we were facing. He helped me create a matching__c field on both Objects that was a formula field: “Account : Month/Year : RecordType,” explained Alicia.

“From here, we could use Lookup Helper to create the relationship, and then Rollup Helper to place a sum of the appropriate values on our Custom Object. It was super easy and worked like a charm! We set it to run, and then allowed Realtime Enablement. Now we can focus on other things while this just does the job in the background!” said Alicia.

“The Exceptions Tab is extremely helpful as well and lets us see where duplicate records were accidentally created. This is something we might not have noticed right away otherwise,” she added.

Results: Rare Karma Accomplishes Goals in Salesforce 

Alicia concluded, “In terms of results, we have been made aware of duplicate records thanks to the Exceptions Tab provided by Lookup Helper. Additionally, we are now able to reference various Custom Objects, which connect information regarding Child Accounts to the Forecasts of their Parent Account.” This is something that Alicia previously thought didn't seem like it could be done without the use of Apex Classes, but now it’s easy for them to accomplish with Lookup Helper—and without code.

Learn more about Rollup Helper and Lookup Helper