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Hello everyone,

In Zoho CRM, rollup summary fields have been essential tools for summarizing data across related records and enabling users to gain quick insights without having to jump across modules.

Previously, only predefined summary functions were available to track metrics, such as total deals, revenue per account, lost deals revenue, or maximum sales cycle duration, and so on.

However, beyond these general metrics, users would often need more customization capabilities to derive more tailored insights specific to business logic and client needs.

The solution: custom rollup summary fields

With our new custom rollup summary fields, you can now create summaries that reflect each industry's unique requirements. This enhancement enables more customized data views, which enables you to choose any related list and summarize any integer or date-based fields from it. 



Here's how the new roll-up summary creation flow works:

Once you drag and add a rollup summary field from the fields tray, the new rollup summary properties pop-up will ask you to configure the field per your requirements.


  1. Rollup related module: Select the related module whose records you want to summarize and choose either to create a custom rollup or use predefined rollup functions.
    1. Selecting "Create Custom Rollup" enables you to customize the function, field, and criteria per your needs.
    2. Choosing "Select Predefined Rollup" lets you select from the predefined rollup fields available in the Rollup Summary Field dropdown. Note that the old Rollup Gallery is no longer available.

  2. Function: Custom roll-up summary fields offer a variety of functions that enable teams to align data with their business objectives. The functions available depend on the selected rollup module.
    1. To summarize numerical data, you can use Sum, Average, Maximum, or Minimum.
    2. To summarize date-related data, you can use Earliest, Furthest, Recent, or Upcoming.


  3. Rollup field: Based on the selected function, only system-defined and custom fields relevant to that function will be available for selection.

  4. Additional criteria: You can add criteria to your rollup field to filter and aggregate only the most relevant data for your business needs.

    Without criteria, the rollup field calculates all related records, which may result in cluttered or less meaningful results.
Notes
Notes:
  • Rollup fields are available in all modules except Tasks, Calls, Meetings, and Appointments.
  • The Rollup Summary Field type is available only for organizations using the Enterprise and Ultimate editions of Zoho CRM.
  • You can create up to 10 rollup fields per module in the Enterprise edition and up to 15 in the Ultimate edition.
That's all for the enhancement. Please share your feedback and suggestions in the comments below. 
Feature availability and release plan
  • These enhancements are being rolled out in phases and are currently available to users in Enterprise and Ultimate editions within the AU, CA, SA, and JP data centers (DCs).
  • Users from other DCs can request early access here

Thanks,
Nizamuddin

2 users like this announcement.
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  • 19 days ago

Hello. 

the custom fields created for rollup summary can't be used in filters ? 
it Would be great to search / sort / filter records with these fields. 
thanks.

  • 19 days ago

You can use roll-up fields to filter records in the List view.  They appear in the field list on the left alongside all the other fields.

Where are you trying to create a filter with a roll-up summary?

  • 19 days ago

Yes you re right -> roll-up fields are available to filter records in the list view.

Something which would be great is to have relative period on criteria "date" field.
Currently we can't choose (this year, last year, today ....)

Relative periods are everywhere in other date fields filters. 
It would useful to have dynamic statistics on yearly account revenue for example.
thanks


  • 16 days ago

Unfortunately, Custom Rollup Summary Fields don't work with Related Lists created by Multi-Select-Lookups. Is this going to be implemented?

  • 15 days ago

I know this is early access, but it seems pretty significantly early.

Another issue: Custom Roll-Up Summary fields cannot be used as Aggregation Columns in reports.

So, let's say you have Deals and a custom roll-up summary field called "Total Number of Evaluations" that summarizes, by count, all of the Evaluations associated to a Deal.

If this was a normal field, you could build a report of all your Deals and have a column that Sums up for all Deals, the Sum of "Total Number of Evaluations".

You could also do the Average, Maximum, or Minimum.

Unfortunately, these types of important and meaningful reports are not possible using custom roll-up summaries. :(

  • 15 days ago

Back with another limitation: Custom Roll-Up Summary Fields cannot roll-up other custom roll-ups.

Since we cannot use a custom roll-up summary field as an Aggregation Column in a report, we decided to implement on a parent module a custom roll-up that is based on the child/related record's custom roll-up summary.

This is not possible and doesn't work.

The net summary of this: custom roll-up summary fields prevent you from creating module-wide summaries either with other roll-up fields in parent modules OR even by simply just having custom roll-up fields be able to be Aggregation Columns in reports.

We are rolling back our move to custom roll-up summary fields due to all of the above limitations. I hope these are worked on in the future, because the idea of this feature could be really amazing.

Folks,

I'm checking with the Product Management team and we will keep you posted with an update.

Appreciate your patience.

Can you help me with the difference between
- Earliest
- Furthest
- Recent

What is the difference between Earliest and Furthest? 
Is Recent - the latest record, last created

Thank you and sorry - we set up some fields, but they seem to not work as expected

  • 5 days ago

Appreciate the steps being taken to create this opportunity. In the Accounts module, I would like to filter the contacts being rolled up by a field within the contact module. I can then associate my total number of paid up contacts within a specific Account. 

Thanks team!

  • Zoho MVP
  • 3 days ago

This is a really nice addition as a first step however being able to use these rollup fields for other formula fields would be a fantastic next step

Nice work. 

Agree with Kevin Flynn's request
The ability to use formula fields with these fields would be really great

Another thing I'm missing
Ability to filter records by conditions of: Next month / Previous month

Folks,


To address your concern:


Aggregating the Roll-up in Reports-

This is an issue, and we are currently working on a fix. I'll be sure to keep you updated as soon as the issue is fixed.


Layout field in Roll-up summary -

We are currently evaluating the feasibility of this feature, and we will update the thread when we pick this up for development.


Planned for the Upcoming Phase-

The items below are planned for the upcoming phase. As the Rollup calculation is a performance-intensive feature, supporting all the items below requires careful consideration. For this reason, we've scheduled them for the next phase.

Additionally, implementing these features in Rollup Summary will come with certain limitations. Taking all factors into account, we've segregated it into separate phases.

  • Rollup Summary for Multi select Lookup based Related list 
  • Support in Formula Expression
  • Support for Dynamic Operators like Today, Tomorrow, This Month, Last Month, etc, of Date, Date-Time fields in Add Criteria.
  • Support to Rollup a Rollup Fields

  • 1 day ago

Thank you for sharing. Are there any estimated timeframes for these? At least for the aggregating roll-up in reports issue?

Hi PJ,

It'll take a couple of weeks for the fix to go live as we are still working on the issue. Once it is fixed, we will need to test it thoroughly. 

Rest assured, I'll keep you updated when the fix goes live.

Reply to Nizamuddin Sohel SKA
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