Customer Engagement & Dynamics CRM Forum

We currently have a rollup field on our opportunities to display the Date of the latest activity regarding an opportunity so reps and sales leaders can easily see the last time something was done for the opportunity.

We are however seeing an issue from when a lead is qualified to an opportunity.  Our reps will track activities regarding a lead while they are working the lead and then when they qualify to an opportunity the activities do show up in the activities view on the opportunity.  But from what we can see, because the activity is regarding the lead and not the opportunity, it doesn't get calculated in the roll up field.

We tried to set the rollup field to include indirectly related activities but that doesn't seem to work.  Does anyone have any suggestions or have accomplished this in another way?  Screenshot of how we have the rollup set up



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Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
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I'm just replying so I follow the responses you will hopefully get. Had some similar requests from some users lately and would like to see what is recommended.

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Sissy Bottcher
Business Process Innovation Specialist
StudyPortals
San Diego CA
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Original Message:
Sent: Aug 02, 2019 10:18 AM
From: Eric Veneziano
Subject: Need help with rollup field

We currently have a rollup field on our opportunities to display the Date of the latest activity regarding an opportunity so reps and sales leaders can easily see the last time something was done for the opportunity.

We are however seeing an issue from when a lead is qualified to an opportunity.  Our reps will track activities regarding a lead while they are working the lead and then when they qualify to an opportunity the activities do show up in the activities view on the opportunity.  But from what we can see, because the activity is regarding the lead and not the opportunity, it doesn't get calculated in the roll up field.

We tried to set the rollup field to include indirectly related activities but that doesn't seem to work.  Does anyone have any suggestions or have accomplished this in another way?  Screenshot of how we have the rollup set up

------------------------------
Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
------------------------------

Hi @Sissy Bottcher

I will say that the rollup field is working really well.  If you aren't using the leads entity this method should work well for you, it's just they associated activities from the leads that is causing us issues.

Thanks

Eric
​

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Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
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Original Message:
Sent: Aug 02, 2019 03:47 PM
From: Sissy Bottcher
Subject: Need help with rollup field

I'm just replying so I follow the responses you will hopefully get. Had some similar requests from some users lately and would like to see what is recommended.

------------------------------
Sissy Bottcher
Business Process Innovation Specialist
StudyPortals
San Diego CA

Original Message:
Sent: Aug 02, 2019 10:18 AM
From: Eric Veneziano
Subject: Need help with rollup field

We currently have a rollup field on our opportunities to display the Date of the latest activity regarding an opportunity so reps and sales leaders can easily see the last time something was done for the opportunity.

We are however seeing an issue from when a lead is qualified to an opportunity.  Our reps will track activities regarding a lead while they are working the lead and then when they qualify to an opportunity the activities do show up in the activities view on the opportunity.  But from what we can see, because the activity is regarding the lead and not the opportunity, it doesn't get calculated in the roll up field.

We tried to set the rollup field to include indirectly related activities but that doesn't seem to work.  Does anyone have any suggestions or have accomplished this in another way?  Screenshot of how we have the rollup set up

------------------------------
Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
------------------------------

Hi Eric,

You could create the same date rollup field on the lead and use entity field mappings to copy that data over when the lead is qualified and the opportunity is created. Create a regular date field to map it to in the opportunity entity.

Once you do that you would have the "Last Activity" rollup on the opportunity and the "Lead Last Activity" from the lead field mapping. You could go a step further and create a calculated field that is the only field visible on the form that has a condition that sets it's value to whichever is most recent. This field would always take into account the activities made on the lead assuming there were no new activities after the lead was qualified, which is not always the case.

------------------------------
Andrew Gingerich
Dynamics 365 Functional Consultant
Analog IT Ltd
Calgary AB
------------------------------

Original Message:
Sent: Aug 02, 2019 10:18 AM
From: Eric Veneziano
Subject: Need help with rollup field

We currently have a rollup field on our opportunities to display the Date of the latest activity regarding an opportunity so reps and sales leaders can easily see the last time something was done for the opportunity.

We are however seeing an issue from when a lead is qualified to an opportunity.  Our reps will track activities regarding a lead while they are working the lead and then when they qualify to an opportunity the activities do show up in the activities view on the opportunity.  But from what we can see, because the activity is regarding the lead and not the opportunity, it doesn't get calculated in the roll up field.

We tried to set the rollup field to include indirectly related activities but that doesn't seem to work.  Does anyone have any suggestions or have accomplished this in another way?  Screenshot of how we have the rollup set up

------------------------------
Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
------------------------------

In our case users forget to "set regarding" and just want to see the last time there was an activity on the related contact. So this should also work for us with related contacts. We could even go as far as to have 3 fields - lead rollup, contact rollup and opportunity rollup - and then consolidate them into one "last activity" field. Pity that there's not default functionality that supports this kind of "intelligence". I feel like Microsoft is trying to market all their AI stuff really hard but then something as simple as this is already beyond their "AI". Or is this something that can be achieved with AI?

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Sissy Bottcher
Business Process Innovation Specialist
StudyPortals
San Diego CA
------------------------------

Original Message:
Sent: Aug 02, 2019 05:12 PM
From: Andrew Gingerich
Subject: Need help with rollup field

Hi Eric,

You could create the same date rollup field on the lead and use entity field mappings to copy that data over when the lead is qualified and the opportunity is created. Create a regular date field to map it to in the opportunity entity.

Once you do that you would have the "Last Activity" rollup on the opportunity and the "Lead Last Activity" from the lead field mapping. You could go a step further and create a calculated field that is the only field visible on the form that has a condition that sets it's value to whichever is most recent. This field would always take into account the activities made on the lead assuming there were no new activities after the lead was qualified, which is not always the case.

------------------------------
Andrew Gingerich
Dynamics 365 Functional Consultant
Analog IT Ltd
Calgary AB

Original Message:
Sent: Aug 02, 2019 10:18 AM
From: Eric Veneziano
Subject: Need help with rollup field

We currently have a rollup field on our opportunities to display the Date of the latest activity regarding an opportunity so reps and sales leaders can easily see the last time something was done for the opportunity.

We are however seeing an issue from when a lead is qualified to an opportunity.  Our reps will track activities regarding a lead while they are working the lead and then when they qualify to an opportunity the activities do show up in the activities view on the opportunity.  But from what we can see, because the activity is regarding the lead and not the opportunity, it doesn't get calculated in the roll up field.

We tried to set the rollup field to include indirectly related activities but that doesn't seem to work.  Does anyone have any suggestions or have accomplished this in another way?  Screenshot of how we have the rollup set up

------------------------------
Eric Veneziano
Sales System Analyst
Minitab, Inc.
State College PA
------------------------------