Using Roll-up Fields for better List Views

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Using salesforce.com list views correctly can save people a lot of time and make users more productive than reporting. Reports have a purpose and list views have a purpose. Unfortunately many do not use list views enough. I will try to give some tips to make list views work better for you by using roll-up fields.

Currently salesforce.com doesn’t allow you to do multiple objects in list views, unlike in reports. List views only allow you to use the one object you are on. You can vote for cross object list views on Success Community site. Until this Idea is implemented, if it ever is, we need to find workarounds. I will give a few examples below. Of course there is more you can do and I surely do not know of everything but I feel these can be salesforce.com time savers.

These list views are just some examples of what you can do. Since everyone’s business is a bit different you can use these are more of a tutorial and then create your own to suit your needs.

Accounts without Opportunities

Using custom report types¬†you can create a report that shows accounts that have no opportunities. But with list views this cannot happen….unless you create a roll-up summary field.

First you will create the new roll-up summary field.

  • Create a new custom field on the account object.
  • Choose Roll-up Summary as the data type, then click Next.
  • For the field label type in Number of Opportunities, then click Next.
  • For Summarized Object choose Opportunities
  • Click Count, then Next.
  • Choose who you want to have the ability to see this new field, then click Next.
  • It is up to you if you want people to see this field on the page layout or if just to be used in views. So either check or uncheck what fits your need. For this example check all the boxes so the field shows on all page layouts.
  • Click Save

Now you have a new field that simply counts all opportunities under an account. If there are no opportunities for an account then the number will be 0.

So knowing that you now have a count of opportunities we can create the list view.

  • Click on the Account tab
  • Click the Create New View link
  • Name the view Accounts without an Opportunity
  • Under Filter by Additional Fields choose Number of Opportunities EQUALS 0
  • Click Save

Now you have a list view that will only return you account that do not have an opportunity. This can help you find potential missing revenue.

Accounts without Won Opportunities

So now we will take the example above and add to it. For this we want the same account view to only show accounts that doesn’t have any won opportunities. So they can have opportunities, just none that have been won.

  • Go back to your roll-up summary field on the account object. Click Edit by the field
  • Choose¬†Only records meeting certain criteria should be included in the calculation
  • Make the criteria Won NOT EQUAL TO True
  • Click Save

That is it. You are done. Now your list view, since it always is referencing this field, will only show you accounts that has never had a closed and won opportunity.

Accounts with Opportunities in a certain year

Now lets look at changing the above list view to only show you accounts that have an opportunity in 2013 (as an example). Salesforce.com usually allows you to use relative date values, such as CURRENT YEAR, LAST YEAR, etc…. For this example I wanted to make a point. Unfortunately you cannot use relative dates in roll-up summary fields. I assume this is for performance reasons as relative dates change constantly.

So if you want to do a list view of something like Accounts with Opportunities from last year you will have to put the in two filters….1) Close Date greater or equal to 1/1/2013 and 2) Close Date less than or equal to 12/31/2013.

It is a bit of a pain but if you create the views with names that include the year instead of using “Last Year”, for example, then you are fine. You just have to remember to create new views each year.

 

So you can keep going on and on. My point of this was to try and make you think outside the box most stay in. Get creative and don’t stop using list views because of cross object limitations. List views are great in many ways. You just need to be creative in using them.