What’s going to be the next best thing about CRM 2015? We believe there are a few in the new CRM 2015, but we will be focusing on the new Rollup and Calculated Fields.
If you are a CRM user, you know right now (pre CRM 2015) in order to perform most search/calculations, you can only do it in code. For those of us that know a lot about technology, we can all admit, we don’t know that much about writing code. The only way to solve this was to simply not use calculations, or hire a developer, an additional expense, to write the code for you. However, with CRM 2015, Microsoft has added the capability for administrators to create calculated and rollup fields using the CRM web client within Settings.
Let’s discuss both calculated fields and rollup fields in more detail! When you are creating custom fields, you can indicate if the field will be
- Simple (pre CRM 2015)
- Calculated (new for 2015), or
- Rollup (new for 2015)
Now, based on the data type of the field will determine what values you can select in the field type drop down. Remember, this value can only be set when you first creating the field.
You can create a calculated field for most data type, except images, lookup fields, and multiple Line of Text. After you create the field, an “edit” link will appear. By clicking this “edit” button, you are now taken to a new window where you can edit your calculations. (Pretty nifty, right?) When editing your calculations, you can use any field from the current entity, or any N:1 entity in your calculation. If you need to modify the fields that affect the calculation, that’s no problem! Your calculated field is update and re-calculated automatically after you save your change.
Similar to calculated Fields, rollup fields are limited to what type of data it can support. Rollup fields will only support whole numbers, decimal numbers, date & time, and currency fields. Again, when you create the rollup field, you now will see and “edit” button appear. When editing the rollup field, you can select to use a hierarchy or not. If you select to use the hierarchy, then all related records that are related to any record in the hierarchy will be used in the rollup. Remember though, the calculation of a rollup field is different than a calculated field. What this means is a calculated field was updated automatically immediately after hitting the save button, but a rollup field is calculated automatically every hour. Of course you can change this to a manual calculation by clicking the “recalculate” button when you are ready.
Both Calculated and Rollup Fields:
Both calculated fields and rollup fields are stored in the database and can be used like any other physical field in views, charts, forms, and reports. Both rollup and calculated fields can be used within each, so a rollup fields can be a part of a calculated field, and a calculated field can be a part of a rollup field.
Well, it won’t be long until we can enjoy this update. If your business needs any assistance with the CRM 2015 update or integrating social media into your enterprise, enCloud9 is a recognized expert in deploying Marketing Solutions and Customer Service, contact us here or call us at 1-844-264-0729.