Understanding Lookup Rollup Summaries



Lookup Rollup Summaries in Practifi are used to calculate values based on Child records and roll them up to fields on Parent records. For example, the AUM to Client Lookup Rollup Summary sums the AUM field across a client's Services and displays the total on the Overview page of the Client record.

This article shows you where to find Lookup Rollup Summaries in Practifi and gives an overview of the information in a Lookup Rollup Summary record.

Accessing Lookup Rollup Summaries

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

  1. Click the App Launcher and select Settings.
  2. In the Settings app, use the Navigation Menu to select Lookup Rollup Summaries.

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  3. Change the list view from Recently Viewed to All.

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  4. Click the hyperlinked name of a Lookup Rollup Summary to open it in a new tab.

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The Lookup Rollup Summary Record

Once you've accessed the Lookup Rollup Summary record there are fields and field sections that display helpful information. The following sections of this article cover things to know about the fields on the Lookup Rollup Summary Record.

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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 what it's doing. (Example: Number of Open Deals.) This field has an 80-character limit.
  • Active - If this box is checked, the Lookup Rollup Summary will run and be calculated. If you clone a Lookup Rollup Summary and make changes, you should deactivate the original Lookup Rollup Summary to avoid conflicting changes.
  • Created By - The user who created the Lookup Rollup Summary.
  • Last Modified By - The user who last changed the Lookup Rollup Summary.
  • Code - This is a unique identifier for the Lookup Rollup Summary. No naming convention is required, but you should not use the same code for more than one Lookup Rollup Summary.

Lookup Relationship

In this section, you'll find the details of the relationship between the Child object and the Parent object in the Lookup Rollup Summary. Think of the Child object as the source and the Parent object as the destination. In the case of the AUM to Client Lookup Rollup Summary, the Child object is Service and the Parent object is Account.

Here's a breakdown of the fields in the Lookup Relationship section:

  • 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 how and when the Lookup Rollup Summary is calculated and where the results will be displayed.

  • Field to Aggregate - The API Name of the field on the Child object that contains the value the calculation will be based on (Example: practifi__AUM__c).
  • Calculation Mode - This field determines when the calculation is run. The best practice is to choose Scheduled, which means records will be collected into batches and then executed. Apex Triggers run Rollup calculations every five minutes.
  • Field to Order By - This field is only applicable if you select the Concatenate, Concatenate Distinct, First or Last option from the Aggregate Operation field.
  • Run in Schedule Full - When this box is checked, it means the rollup job will run in full once a day, regardless of what is selected in the Calculation Mode field.
  • Aggregate Operation - Specifies the operation being run on the Child records. Options include Sum, Count, Maximum, Minimum and Average. For example, the AUM to Client Lookup Rollup Summary uses a Sum operation, while Number of Open Deals uses a Count operation.
  • Calculation Sharing Mode - This field defaults to User. The User option respects the Sharing Rules defined on the Child object, while the System option grants visibility into all records.
  • Aggregate Result Field - The API Name of the field on the Parent object where the result of the calculation will be displayed (Example: practifi__AUM__c).
  • Calculate Job Id - This is a system-generated field displaying the Apex job ID of the last calculation that was run.

Lookup Rollup Summary Troubleshooting

When a user creates an Event record with a date in the future and the event's date passes without any edits, potential issues may arise with a Lookup Rollup Summary. In this instance, the Lookup Rollup Summary uses the criteria of 'ActivityDate <= Today.' If the Event record is created before the activity date, this criterion is not met and the Lookup Rollup Summary job does not run. To trigger the calculation, the Event record must be edited when 'ActivityDate <= Today.'

To prevent this issue from occurring, you may select the Run in Schedule Full checkbox on the Lookup Rollup Summary. This ensures the Lookup Rollup Summary job runs daily and allows it to process all Event records rather than just the edited Event records.

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