Understanding Lookup Rollup Summaries

Learning Team

Overview

Lookup Rollup Summaries are one of Practifi's core mechanisms for keeping aggregated data accurate and up to date across your organization. They work by calculating values from Child records and automatically rolling them up to fields on related Parent records, without requiring anyone to update summary figures by hand.

A practical example: the AUM to Client Lookup Rollup Summary adds up the AUM field across all of a client's Service records and displays the running total on the Overview page of the Client record. That means advisors always see a current AUM figure without any manual maintenance. The same principle applies to other metrics, such as open deals, policy counts, and task totals, providing your firm with reliable, up-to-date visibility into essential data.

This article covers how to access Lookup Rollup Summaries in Practifi and provides a detailed overview of the fields on a Lookup Rollup Summary record.

Accessing Lookup Rollup Summaries
The Lookup Rollup Summary Record
Lookup Rollup Summary Troubleshooting

Accessing Lookup Rollup Summaries

To view a list of Lookup Rollup Summaries in your Practifi organization:

Click the App Launcher and select Settings.
In the Settings app, use the Navigation Menu to select Lookup Rollup Summaries.
Change the list view from Recently Viewed to All.
Click the hyperlinked name of a Lookup Rollup Summary to open it in a new tab.

The Lookup Rollup Summary Record

Each Lookup Rollup Summary record is organized into three sections: System Information, Lookup Relationship, and Rollup Details. Together, these sections define what the rollup calculates, which records it reads from, and how and when the calculation runs.

System Information

This section contains administrative information about the Lookup Rollup summary:

Lookup Rollup Summary Name - If you're creating a new Lookup Rollup Summary, we recommend giving it a name that indicates its purpose. (Example: Number of Open Deals.) This field has an 80-character limit.
Active - When this checkbox is checked, the Lookup Rollup Summary will run and be calculated. If you clone a Lookup Rollup Summary and modify it, deactivate the original to avoid conflicting calculations.
Created By - The user who created the Lookup Rollup Summary.
Last Modified By - The user who last changed the Lookup Rollup Summary.
Code - A unique identifier for this Lookup Rollup Summary. No naming convention is required, but each value must be unique. Do not use the same code for multiple Lookup Rollup Summaries.

Lookup Relationship

This section defines the relationship between the Child and Parent objects. Think of the Child object as the data source and the Parent object as the destination where the calculated result will appear. In the AUM to Client Lookup Rollup Summary, the Child object is Service, and the Parent object is Account.

The fields in this section are:

Locked - Check this box to prevent other users from changing the Lookup Rollup Summary.
Parent Object - The API Name of the Parent object (Example: Account). This is the object the Lookup Rollup Summary is rolling up to.
Relationship Field - The API Name of the field on the Child object that looks up to the Parent record (Example: practifi__Client__c).
Child Object - The API Name of the Child object the Lookup Rollup Summary is rolling up from (Example: practifi__Service__c).
Relationship Criteria - This is a SOQL WHERE clause used to query records in the Child object (Example: The query practifi__AUM__c != null and practifi__Client__c != null will return results for Service records where the AUM and Client fields are not null).
Relationship Criteria Fields - If you entered a query in the Relationship Criteria field, you must confirm the fields being referenced on separate lines. For example:
- practifi__AUM__c
- practifi__Client__c

Rollup Details

This section specifies what is being calculated, how the calculation is performed, and where the result will appear:

Field to Aggregate - The API Name of the field on the Child object that the calculation is based on. (Example: practifi__AUM__c.)
Calculation Mode - Determines when the calculation runs. The recommended setting is Scheduled, which collects records into batches before executing them. When Apex Triggers are in use, rollup calculations run every five minutes.
Field to Order By - Only applicable when the Aggregate Operation field is set to Concatenate, Concatenate Distinct, First, or Last.
Run in Schedule Full - When this checkbox is checked, the rollup job runs in full once per day, regardless of what is set in the Calculation Mode field.
Rollup Summary Execution Order - Enter a number to control the sequence in which rollup jobs execute. Jobs run in ascending numerical order.
Aggregate Operation - Specifies the type of calculation performed on the Child records. Options include Sum, Count, Maximum, Minimum, and Average. The AUM to Client rollup uses Sum, for example, while a Number of Open Deals rollup uses Count.
Calculation Sharing Mode - Defaults to User. The User setting respects the Sharing Rules defined on the Child object, while the System setting grants visibility into all records regardless of sharing rules.
Aggregate Result Field - The API Name of the field on the Parent object where the calculated result will be displayed. (Example: practifi__AUM__c.)
Calculate Job ID - A system-generated field that displays the Apex job ID of the most recent calculation run.

Lookup Rollup Summary Troubleshooting

A known issue can occur when a user creates an Event record with a future date, and that date passes without the record being edited. In this scenario, if the Lookup Rollup Summary uses the criterion ActivityDate <= Today, the criterion was never met when the Event was created, so the rollup job did not run. To trigger the calculation, the Event record must be edited after the activity date has passed.

To prevent this from occurring, check the Run in Schedule Full checkbox on the Lookup Rollup Summary. This ensures the rollup job runs daily and processes all Event records, not only those recently edited.