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Custom Object

Number of Open Projects on an Opportunity - Counting a Custom Object with a Dynamic Filter

Number of Open Projects on an Opportunity - Counting a Custom Object with a Dynamic Filter

There are situations where actionable data is required within Salesforce to drive workflows, increase user productivity or to aid in reporting. The solution is sometimes that a roll-up summary field is needed, but that is not always possible. Some scenarios where roll-up summary fields cannot be used include:

  • Custom objects with lookup relationships
  • Filter by Formula rather than Static Criteria

An example of this would be the need to count the number of open Projects (custom object) on an Opportunity that have not yet begun but have a start date(kickoff) that is less or equal to Today.

Rollup Helper for FinancialForce

Rollup Helper was recently recommended by Top Step Consulting in their webinar on FinancialForce 3rd Party Integration Add-ons (4:37).  Some of the ideas that were presented:

  • Time Card Information to Project

    • Detailed Time Card Calculations Filtered by Time Card Type

    • Detailed Time Card Calculations Based on Formulas

  • Milestone Information to Project

    • Track Units

    • Track Costs

    • Track Billable Amounts

  • PSA (Professional Services Automation) Estimates Versus Actuals

    • Future Schedules from Est. Vs Actuals through Assignment to Project

    • Future Costs from Est. Vs Actuals through Assignment to Project

    • Future Revenue from Est. Vs Actuals through Assignment to Project

In addition to these great ideas, Hierarchy, Text, Average, Cross Object and Rolling Date Based rollups as well as rolling up from a formula field or to a lookup field can be achieved with Rollup Helper.  Rollup Helper results can also be used in Validation Rules, Workflow Rules and Formula Fields providing real time actionable data that can be used to drive your business processes.

Schedule a One on One Demo to learn more about Rollup Helper capabilities for specific use cases.


Referral Tracking

Business Problem:  

Creating Top 10 partner reports or rollup fields for how many times someone or an organization has referred business to you is not straightforward in Salesforce. 


Count the number of referred items (e.g. leads, custom objects, contacts, etc) and do a SUM (Count) rollup to the parent level. For example, one of our clients wanted to to track how many times they got a medical referral (Custom object) and rolled up the count of these to the Physician (Contact) that submitted the referral. 

Using Rollup Helper For Your Workflow

A great way to use Rollup Helper is to combine the target fields that Rollup Helper calculates with workflow rules. For example, when projects go over budget or are delayed, you will want to have access to this information at the project level to use in a workflow rule.

One area where we have seen customers take advantage of this is project management. When you combine Rollup Helper + workflow + your project management system, you'll enable a smarter and more organized workflow within Salesforce. With Rollup Helper, your workflow can now be based on ALL your critical data changes, whether that data is text, a picklist value, numbers, formulas, or currencies.

In this use case, we're going to setup Rollup Helper to track a project schedule. Let's say you have a Deadline on each project for when the project team planned the project to finish. Let's also assume that you want to have an Expected Finish Date on each project to track the latest expected finish date for the project. With Rollup Helper, you can configure Salesforce to look at all the dates in your work breakdown structure (milestone deadline dates in this case) and get the latest milestone deadline date and place it into your Expected Finish Date field on the Project. Here is the Rollup Setting required for this use case below:

When the Rollup Setting above is run by Rollup Helper, the Expected Finish Date on your project page will recalculate.

Because Rollup Helper target fields are just custom fields, you can embed them into workflows (or even validation rules). Here is an example of the workflow rule and workflow action we created for this scenario. When Rollup Helper updates the Expected Finish Date, this workflow rule will evaluate to see if the new Expected_Finish_Date__c value is greater than the Deadline__c field. If it is, a new "Your Project Is Late" task gets created.

Finally, here is the task that gets created in this scenario.

Have any workflow ideas you need help with, just let us know and we'd be happy to feature your use case in our next blog posting or email.

- Passage Technology

FinancialForce - Resource Group Time Rollups


We needed a way to see how many hours had been tracked to a project by different Resource Groups. This is easy to do with reports, but we needed fields to be populated so we could run workflow rules. ie) notify the Communications team via email when there has been a combined 8 hours tracked to a Project by Comm team members.


Create a rollup from Timecard Header object to a field on the Project object named "Comm Hours Tracked." Send along the sum of the Total Hours field on the Timecard for all Timecards that are for Resources in the Communications Group.  Project Management FinancialForce 

FinancialForce - Sick time and Vacation time in Projects


We needed a field to show total hours tracked to Sick time and Vacation time Projects for a Resource. This is easy to do with reports, but we needed fields to be populated so we could use them in a formula to calculate PTO balances.


Create a rollup from the Timecard Header object to a field on the Contact object called "Sick Hours Tracked" and "Vacation Hours Tracked." Send along the sum of the Total Hours field on the Timecard for all Timecards that are for the Sick Time Project, and the Vacation Time Project, respectively.  Project Management FinancialForce

FinancialForce - Master Project Budgeted Hours Allocated

Problem: We needed a way to see how many Planned Hours had been allocated to a Master Project's Sub Projects. We often get retainer engagements for 500 hours, so we create a Master Project with 500 planned hours. As we create Sub Projects underneath that master, we want to see where we're at with combined planned hours from Sub Projects. Again, easy to do with reports - but we don't want to have to look at reports to understand what is going on with a Project. We want to see everything on the Project's detail page.  

Solution: Create a rollup from the Project object to a field on the related Master Project called "Sub Project's Planned Hours." Send along the sum of the Planned Hours field on all child Sub Projects. Project Management FinancialForce 

Calculating Dates Automatically

Problem: Dates on projects or project phases/iterations for when things are due to be started or finished are tracked manually.

Solution Design: Use the MAX or MIN rollup logic for date fields on your Source Object (i.e a Change Request Date). We have customers doing this for FinancialForce, Clarizen, Milestones PM/PM+, and in-house project and project phase custom objects.