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Use Cases


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Use Cases


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Rollup Helper Admin Guide


May 11, 2017

Rollup Helper Admin Guide


May 11, 2017

Install Rollup Helper from the AppExchange:

If you have not already done so, please install Rollup Helper from the AppExchange.

Post-Install Instructions

Click each section to learn more.

  • Rollup Helper Home (Tab Label: Rollup Helper)

    1. Create a New Rollup
      1. Use the Rollup Helper interface to easily create new rollups.
    2. View Existing Rollups
      1. View, Edit, Run, Delete, Schedule or Activate/Deactivate existing rollups.
    3. Export to .CSV File
      1. Exporting to a .CSV file will allow the rollups to be moved from one org to another or to provide a backup of your rollup configuration, i.e. Sandbox to Production.
      2. The metadata such as the fields used for the rollup results are not included and have to be moved through a change set or recreated in the new environment.
    4. View Health Check
      1. Allows you to check on Rollup Helper’s status, view a risk level assessment for any issues and offers action items to resolve any issues. Please see the Health Check section below for more information.
    5. Help and FAQ
      1. Includes in-app resources such as:
        1. FAQ
        2. Troubleshooting Tips
        3. Help Videos
    6. Enable Real Time
      1. Use the Rollup Helper interface to deploy real-time triggers (available in Premium Edition).
    7. Browse Use Cases
      1. Visit our Rollup Helper Use Case Library to see potential additional use cases or get assistance with setting up your use case.
    8. Get Help From the Community
      1. Join our Rollup Helper Community to share ideas, get questions answered, help others and keep up to date with new use cases or release notes that are posted. Then, access the community from within the app.
  • Creating a Rollup
    Step 1: Select Destination Object
    1. This is the parent object where you want to see your rollup results. If for example you are counting the number of Contacts on an Account, Account would be the parent and the option you would choose here.
    Step 2: Select Target Field
    1. This is the field you are rolling up to on the parent object. You can either:
      1. Create a new field on the object before entering the Rollup Helper interface and select it from the list.
      2. Use an existing field of the correct data type by selecting it from the list.
        1. If you use a field that already exists, Rollup Helper will overwrite any data that resides in the field unless you uncheck the Overwrite Existing Target Field Information flag in Advanced Settings (located in Step 3: Select Source Field).
      3. Select Create a new field to create your results field from within the app.
        1. Field security and page layouts can be changed from Salesforce Setup.
    2. Changing Field Names
      1. The field label used by Rollup Helper can be changed at any time.
      2. Please note, changing the API Name of the results field will cause the rollup to stop working unless you change it in the rollup as well.
    Step 3: Select Source Field
    1. Which object would you like to use as the source of your rollup? This is the child object that you are getting the data from.
      1. Select Child Object: In the earlier example of counting the number of Contacts on Account, Contact is the child and would be the selection here.
      2. Select Relationship Field: All available relationships between the parent and child will appear here.
    2. Which field on ‘Parent Object’ should we use as a source for your rollup?
      1. All fields on the child object of the same or a compatible data type as the target field will appear in the list. If for example you selected a Text field as the target in Step 2, fields that house data than can be aggregated in a Text field will appear. If the source field you want to use isn’t in the list, please check the data type of the source and target.
        1. Tip for Count rollups: We recommend using ‘Deleted’ (or any other field that is guaranteed to be populated on every record) so that all records are included in the count. A filter can be added later to narrow down the results that are returned in the rollup.
      2. Select Type
        1. The options here are based on the data type of the target field. If for example you are rolling up to a number field you would have options for Count, Max, Min Average and Sum but not Text or Checkbox.
      3. The Query Preview displays the query that will be run for the rollup.
    3. Name and Description
      1. Label: Enter a meaningful name for your rollup.
      2. Description: Describe what the rollup is doing and how and where it is being used.
    4. Advanced Settings
      1. Overwrite Existing Target Field Information
        1. Selected by default and will update the target field on all records.
        2. If unchecked, Rollup Helper will not overwrite any field that contains data.
          1. Use this if you have data that you do not want to be overwritten, but keep in mind that Rollup Helper will then only update records that have a blank value in that field
          2. If you have data on some records that you don’t want to be overwritten, consider creating a new field for Rollup Helper to update.
      2. Escape Filter String Special Reserved Characters
        1. Selected by default.
        2. Use this option unless you have a specific reason to prevent Rollup Helper from escaping SOQL reserved characters (like ‘ or \).
      3. Query Archived Records
        1. Unchecked by default.
        2. Selecting this option will rollup from archived and active Salesforce records.
    Running the Rollup
    1. When running, either by clicking Save and Run from the rollup creation page or from clicking Run from the All Rollups Tab, there is a two step run process.
      1. Time Estimation gives an approximate run time based on the number of records to be processed. This time can vary based on other processes running in the org.
      2. Click ‘Run Once For All Records’.
      3. Click ‘OK’ on the pop-up to allow the target field to be overwritten.
        1. If you don’t see the popup after clicking ‘Run Once For All Records’ a pop-up blocker may be preventing it.
  • All Rollups
    1. Run Mode displays the manner in which your rollups will process.
      • Real Time
      • Scheduled
      • Manual Run
      • Inactive
    2. Condition
      1. Clicking on the condition will allow you to edit the filter criteria without first going to the rollup. Please note that if you edit the filter, it will change the filter criteria for all rollups that use this filter. If you do not wish to change it for all rollups, we recommend creating a new filter.
    3. Activate
      1. Allows you to activate/deactivate rollups either individually or all.
    4. Action
      1. Run: Manually run your rollup.
      2. Schedule: Create or Edit a schedule for your rollup.
        1. Active checkbox will activate/deactivate the schedule.
        2. Schedule Name: Give the schedule a meaningful name like ‘Daily’.
        3. Run Every: Determine how frequently you would like the rollup to run.
        4. For __ ‘Your Parent Object Name’ Records
          1. Identifies how many total records you have.
          2. Scheduling for less records to process than your total means that the rollup will stop processing when it reaches that number but will resume with the next record in line on the next scheduled run.
      3. Edit: Edit either the rollup, the filter or both.
      4. Delete: Delete the rollup.
    5. Run As
      1. All batch rollups will process as the User selected as the running user rather than processing as Rollup Helper.
        1. Go to your setup page
        2. Go to Monitor > Jobs > Scheduled Jobs from the left-hand column
        3. Delete the scheduled job named Rollup Batch Agent - Hourly (you should be able to see where the Submitted by is set to Rollup Helper)
        4. Go to your All Rollups page Click 'Run As ...'
        5. When you return to the Scheduled Jobs page you should see the submitted by is set to the account you were logged in when you clicked the 'Run As' button.
  • Rollup Helper Exceptions
    1. The ‘Select A Target Object’ Dropdown will only have objects listed that have exceptions. If there aren’t any objects in the list, no exceptions have been logged.
    2. Select the object from the list that you would like to view exceptions for and click Go!
    3. The exceptions page will show the exception stack trace, the date it occurred and the ids of the records that failed to update as well as how many records were affected.
  • Health Check
    Allows you to check on Rollup Helper’s status, view a risk level assessment for any issues and offers action items to resolve any issues.
    1. Risk Level: Risk assessment for the issue found.
    2. Issue Found: Identifies what the issue was.
    3. Issue Summary: Summarizes the issue into a category and includes help text about the issue.
    4. Action: Recommended course of action to resolve the issue.
  • Enable Real Time Rollups
    1. Rollup Helper Premium Edition: By default, your rollups from Account, Attachment, Task, Case, Contact, and Event records are enabled for real-time.
    2. Select Source Object (child you are rolling up from) to Enable/Disable Real-time Updating.
      1. The list will only be populated by objects that you have rollups created from. If you don’t see the object you want in the list, please verify that you have a rollup created that uses that object as a source.
      2. Objects that already have a trigger deployed are signified with a checkmark.
    3. After selecting the object, you will be directed to a page to deploy the trigger, select the blue Deploy ’YourObjectName’__c Trigger button.
      1. Please do not leave the page while the trigger is deploying.
      2. To check on the status of the deployment, click the link on the page. (Setup>Deploy>Deployment Status)
      3. Once the trigger deploys, you will see a message at the top of the page indicating that the Trigger and Class have been installed.
    4. Removing a Trigger: select the blue Remove ’YourObjectName’__c Trigger button.
      1. Please do not leave the page while the trigger is being removed.
    5. Real Time Asynchronous Processing
      1. Real time rollups have dynamic asynchronous processing built in to avoid issues with Governor limits during processing.
        1. For assistance with disabling asynchronous processing or setting the usage percent of limits, please email: support@passagetech.com
  • Custom Settings
    To view or manage your Rollup Helper Custom Settings go to: Setup>Develop>Custom Settings>Rollup Helper Settings>Manage
    1. Enable Validation Helper: To enable Rollup Helper Updates to be excluded from a Validation rule
      1. Select the checkbox.
      2. Add ‘&&$Setup.rh2__PS_Settings__c.rh2 at the end of the contents of the Error Condition Formula section of a Validation Rule.
    2. Max Concurrent Future Processes: This is the number of Future method calls to initiate concurrently.
    3. Run Validation Rule: Leave this option checked.
    4. Validate Rollup Query: With the flag checked, when a rollup is edited, a query is run to determine validity. This option is on by default but can be turned off if it is causing timeout issues.
    5. Data Load Batch Size: The number of records you typically load per batch during a data load.
    6. Rollup Inactive Upon Creation: If this field is selected, all rollups will be defaulted to inactive when they are created.
    7. Maximum Jobs Added to the Queue: Number of queueable jobs to initiate concurrently.
    8. Static Asynchronous Processing Enabled?: This field should be checked if static asynchronous processing is enabled to prevent data load dynamic async from firing unnecessarily.
    9. Limit Pre-Processing: Leave this unchecked if you only want rollups / records to be processed where a change was actually made to the source field. Removes non-essential processing such as filtering out fields that don’t need to be updated (Can help with Timeout issues).
    10. Email to Send Exceptions: Rollup Helper will send an email once an hour to this email address with any exceptions that have occurred within the hour.
    11. Disable Advanced Currency: If Advanced Currency Management is disabled in your organization, select this check box.
    12. Max Concurrent Batch Processes: Number of batches to initiate concurrently.
    13. Record Scope: Maximum number of records to process asynchronously with Rollup Helper. This impacts the number of batch / future methods that will be called in order to process your entire set of records to complete an asynchronous transaction. Best to be a multiple of 5.
    14. Rollups Per Asynchronous Request: This setting modifies the number of rollups processed per asynchronous job request.
    15. Process Queue Items Based on Modified By: This checkbox will cause Rollup Helper to only process queued asynchronous requests for the user that initiated the asynchronous request.
    16. Attempt to Update Converted Leads: When checked, Rollup Helper will attempt to update converted leads (the update may or may not succeed depending on this org’s configurations). This option is off by default. The converted leads are identified by the “isConverted” system field.
    17. Enable Single Parent Processing: This will help to prevent record locks caused by multiple rollups attempting to update the same object at the same time.
    18. Cannot Disable Realtime By Script: If unchecked, the real-time disable script may be used to temporarily turn off rollups. For more details, please contact: support@passagetech.com
    19. Usage % of Limits: Determines how much of the limit to use. If 100 is entered then Rollup Helper will use all of the governor limit potentially and anything more than that will execute asynchronously in another execution context. By setting it lower it allows custom code.
    20. Limit Processing During Data Load: Check this if you are receiving time-out issues during a data load. Removes non-essential processing such as filtering out fields that don’t need to be updated.
    21. Use Dated Conversion Rates for Non Opps: When unchecked (by default), rollups will use the static rate for non-opp target objects: otherwise, use the dated currency rate that is decided by each child record’s date field (this date can be selected under each rollup’s advanced settings).
    22. Allow Validation Helper During Async: If this is checked, Enable Validation Helper will be active during asynchronous processing.
    Note: Please make sure the combined total of available concurrent future, batch, and queueable processes equals at least 30 jobs.
  • Rollup Helper Jobs
    1. Rollup Helper Batch Agent - Hourly: This is a scheduled job that will check to see if any rollups are scheduled to run.
    2. Rollup Helper Schedule Monitor: This scheduled job only updates schedules that have “Run for All Records” checked.
    3. Rollup Helper Exception Monitor: This job generally runs during the normal execution path if an exception is logged. The job validates rollups and notifies the appropriate parties if new exceptions were created.
    4. Rollup Batch Agent: This job is responsible for running asynchronous rollups. It is normal behavior for this job to abort itself.
  • Additional Information
    For information regarding Asynchronous Processing, please view our Asynchronous Framework whitepaper.

Rollup Helper Screen Shots:

Select the target field for your rollup results. This is where you want to see the rollup results in Salesforce.

Select the Salesforce object where your target field for the rollup results resides.

Define the criteria for your rollup.

Select the criteria to query in Salesforce for your rollup.

There is a two step run process. From the time estimate screen, select "Run Once for All Records" and OK to overwrite the target field.

This will query all of the records in your Salesforce org and give you an estimated run time based on the number of records to be processed.

From the All Rollups Tab, you can Run, Schedule, Edit, Delete or Activate/Deactivate your rollups as well as edit the filter and change the Run Mode.

From the All Rollups Tab, you can Run, Schedule, Edit, Delete or Activate/Deactivate your rollups in Salesforce as well as edit the filter and change the Run Mode.

For any additional assistance, please email: support@passagetech.com

Copyright 2017 - Passage Technology LLC - All Rights Reserved

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Thank you - Rollup Helper


Thank you - Rollup Helper


Thank you for your Rollup Helper Premium Edition order!

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Take a Tour


Take a Tour


Rollup Helper Tour


Point. Click. Rollup.

Rollups are a breeze to create with our intuitive UI. After they are created, rollups may be run on a schedule or in real-time as your source records get updated. We've engineered Rollup Helper to overcome several limitations with how developers would normally aggregate Salesforce data.


 

 
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Testimonials


Testimonials


See what our customers are saying about their experience!


Rollup Helper has dramatically increased our ability to deliver real-time data to our employees and customers. We have dozens of rollups across a variety of objects and have found the Rollup Helper team to be very helpful and responsive. I would highly recommend the app for anyone needing greater flexibility with their data aggregation within Salesforce.
— Nick Sorensen, American HealthCare Lending
I’ve being using the app for almost two months now, and I love it! This is an amazing tool that has brought together data, summarizing the fruits of the outreach team’s labor...
— Kalue Her, The Emily Program
Rollup Helper helped give our organization the information we needed to better support our Fellows. It forced us to truly use Salesforce because we had the functionality we needed and it significantly reduced the number of reports that we had to export to Excel to further manipulate.
— Topher Rinek, OneGoal
Rollup Helper is a god-send for admins with limited developer resources by providing a cost-effective solution that is easy/intuitive/quick to use with practically unlimited use-cases.
— Vishal Rana, Vertafore, Inc.
 
Each project is specially tailored to meet the needs of our clients. Often complex roll-ups have required additional hours and cost in order to leverage programmers. However, with the use of Roll-Up Helper we are able to implement a wider range of roll-ups at a lower cost for our clients.
— Todd Hash, Salesforce Partner, Force By Design
Rollup summary fields are a vital feature of Salesforce, but the out of the box functionality available is limited in a number of ways, such as no
support for lookup relationships, text fields, complex formulas...Rollup Helper fills these gaps very nicely by enabling unlimited rollups across all standard and custom objects!
— Mark Miller, Car Loans, Inc.
...When I thought of all the times I would need to spend to write my own code to accomplish rollups, this purchase was a no-brainer. I used the wizard to create other rollups in less than 5 minutes. This app has proven itself to be indispensable and has been one of the few apps that have demonstrably made administering and developing Salesforce far easier..
— Garry Fuller, New Jersey Academy for Aquatic Sciences
I downloaded the free version which gives you 3 roll-up fields (and which must be “run” to get the most up-to-date values in the free version). The power in this app is that you can roll up based upon look-up relationships vs. master/detail relationships. If you have a look-up relationship between 2 objects, then you can create a roll-up field between them. Highly recommend!
— David Hungness, The Chicago Community Trust
Rollup Helper is a tremendous value and I highly recommend the paid version for Salesforce admins. While it does overcome the rollup summary field limit Salesforce imposes, which in itself makes it worthwhile, what makes it invaluable is that it can do so much more than a standard rollup field. The Salesforce admin will no longer be constrained...
— Gregg Sherrington, Fidelity
We suffered configuration problems simply because we could not use rollup summary fields on objects with a lookup relation..So instead of building custom triggers we decided to investigate the AppExchange and decided to go for Rollup Helper.

Rollup Helper is easy to use and easy to configure, it does not need a developer to get the right result.  Price model is clear and fair, you get unlimited rollups which make it a good business case to get this app. Would love to have the app standard in our ISV package.
— Frank Gielen, Connexys
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Rollup Helper FAQs


Updated May 1, 2017

Rollup Helper FAQs


Updated May 1, 2017

Where do I go for help?

We recommend that you join our Salesforce Success Community. Here you can post new questions and click the small magnifying glass right above the feed to search for previous questions and answers.

We also recommend that you scan this list of frequently asked questions to orient yourself to some of the more basic questions that you may have.

You may also contact us via email.

How are the rollups run?

Rollups can be run on-demand (manually via the "Run" function), on a schedule, or in real-time (Premium Edition is needed for real-time).

What do I get for free with Rollup Helper Free Edition?

In this free version, you get 3 active rollups that can be run on a schedule. To view a full list of Rollup Helper Free Edition features, click here.

Does Rollup Helper Free Edition have real-time capability?

No, but if you need real-time rollups you can upgrade to Rollup Helper Premium Edition.

I need to schedule more than 3 rollups, what do I do?

Consider upgrading to the Rollup Helper Premium Edition to get unlimited scheduled or even real-time rollups.

How do I know if there are any problems with my rollups?

You can use the Rollup Helper Health Check page to see the current Rollup Helper status. The Health Check will list any issues found along with a risk level, issue summary and any recommended actions. To access Rollup Helper Health Check, go to the Rollup Helper tab and click “View Health Check”.

I'm concerned about Rollup Helper consuming Salesforce resources or reaching the governor limits, should I be concerned?

No. You can configure Rollup Helper to the unique resource constraints facing your Salesforce operating environment. We have engineered an asynchronous mode to Rollup Helper which is a great tool to overcoming any governor limits you may be running into. We also offer a 30 Day Satisfaction Guarantee to give you peace of mind. Furthermore, all your data is processed natively on the Salesforce platform, so we are not consuming any API limits.

Are there any "per user" fees associated with Rollup Helper Premium Edition?

No. Rollup Helper Premium Edition features unlimited users, and you do not pay any additional fee for each individual user.

I deploy Apex code into production. Will Rollup Helper interfere with this process?

No, Rollup Helper code runs in it own namespace like other managed applications. Managed apps have their own code coverage requirement and all unit tests within a package must successfully pass in a development org before the package may be created. We recommend that you run all your unit tests with the "RunAllTests = false" attribute if you are using Rollup Helper as this is the Salesforce default. This default setting will prevent any local discrepancies (e.g. custom required fields, validation rules) from impacting your code deployments as our unit tests will fail if you have custom required fields, validation rules, etc. As long as you have the "RunAllTests = false" attribute set, you can deploy your apex code as normal. Changing to "RunAllTests = true" will not cause Rollup Helper install or performance issues.  Here is an official statement from Salesforce on this topic:

  • Managed package code is not included in the required code coverage calculation for deployment.  The 75% requirement is on all Apex code in your org's namespace.  Managed code has its own namespace, so it is not included.
  • When deploying to production, all tests in your org's namespace will be run.  Managed tests will not be run by default. 
  • If the deployment package explicitly marks runAllTests to true, managed tests will also run.  These will need to execute without any failures should the flag be set.  Despite this, the 75% requirement for code coverage is still only on unmanaged code.

If for some reason you are concerned with setting "RunAllTests = false", we guarantee that Rollup Helper will still function correctly. 

If I purchase Rollup Helper Premium Edition and my license expires / lapses, what happens?

Your rollup fields will stop auto-calculating in real-time, but your rollup fields and existing data in them will still exist.

What is your release process?

Our release process is documented here.

Can you roll-up information from a child Roll-Up Summary field to the Parent Account?

Yes! Unlike Roll-Up Summary Fields in Salesforce, Rollup Helper is able to perform Hierarchy rollups.

Can Rollup Helper roll-up information from Contacts to Accounts?

Yes! Since Rollup Helper uses normal Custom Fields instead of Roll-Up Summary fields, the rollup can be configured easily without using custom code or triggers.

What if I have reached my limit for creating Roll-Up summary fields in Salesforce? Can I still use Rollup Helper?

Yes! The normal Custom Fields populated by Rollup Helper do not count against your Rollup-Summary Field limits.

What is the Unable to Lock Row error?

The error: “UNABLE_TO_LOCK_ROW, unable to obtain exclusive access to this record” is usually caused by one of three things: a User editing a record that is being edited by an asynchronous Rollup Helper job, by Rollup Helper asynchronous jobs attempting to lock the same record, or multiple jobs trying to modify the Validation Helper setting. Some troubleshooting steps could include lowering record scope or disabling “Enable Validation Rule Helper” in Rollup Helper Custom Settings. For additional assistance, please email: support@passagetech.com

 

 

 

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Rollup Helper Pricing Calculator


Rollup Helper Pricing Calculator


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Rollup Helper Free Edition Features


Rollup Helper Free Edition Features


Rollup Helper Free Edition features:

  • Supports custom or standard objects
  • Sum, max, min, count, average, text & checkbox rollups
  • 3 free rollups
  • 30 pre-canned date filters
  • Create custom filters. No need for SOQL expertise
  • Unlimited users. No "per user" fees
  • Advanced currency management
  • Supports Salesforce LEX (Lightning Experience) User Interface
  • Rollup settings will work flawlessly with any existing configuration.
  • Access to our excellent support staff