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How to Adjust the Way Packaged Donation Roll-Ups Work: https://help.pm.leapevent.tech/a/1293765
We've packaged several Donation roll-up fields on your Account records to make it easier to track and report on your donors. These packaged fields include things like "Amount Donated This Fiscal Year", "Amount Donated In Last # Days", and "Last Donation Date".
But did you know you can exclude particular Donation record types from many of these fields? Did you know you can adjust the "# of Days" included in the roll-up? We'll show you how below!
- I need to adjust the "# of Days" in the "Amount Donated Last # Days"
- I need to adjust the Donation record types included in my roll-up fields
- (e.g. I want to include/exclude "Soft Credit" donations)
You'll also find some FAQs and troubleshooting tips at the end.
Adjust the "# of Days" in the "Amount Donated In Last # Days" roll-up field
By default this field automatically totals the last 365 days' worth of Donations, but you can change that to a shorter or longer time frame if you wish.
Like other roll-up fields you can control via Organization Settings, this field recalculates nightly. That means it won't include any Donations made the same day you view it.
1. Go to Organization Settings
You've got two options to do this.
From PatronDonate Hub, click Organization Settings
Via the app launcher, search for and click Organization Settings
2. Set the list view to All
3. Click Organization Settings
4. Click Edit
5. Find and adjust the "Number of Days to Roll Up" field
By default, the field is set to 365, but you can change it to whatever you like.
6. Click Save
Adjust the Donation Record Types counted in your roll-up fields
First: which field do you need to change?
Some roll-up fields work differently than others. Find your field below to see which path to take:
- These packaged roll-up fields can be adjusted in Organization Settings:
- Amount Donated In Last # Days
- Amount Donated This Fiscal Year
- Amount Donated Last Fiscal Year
- Last Donation Amount
- Largest Donation Date
- First Donation Amount
- These packaged roll-up fields cannot be adjusted in Organization Settings:
- First Donation Date
- Last Donation Date
- Lifetime Donation History (Amount)
- Lifetime Donation History (Number)
The fields that can be adjusted via Organization Settings automatically recalculate on a nightly basis. That means you won't see the results of your changes until the next day.
1. Go to Organization Settings
You've got two options to do this.
From PatronDonate Hub, click Organization Settings
Via the app launcher, search for and click Organization Settings
2. Set the list view to All
3. Click Organization Settings
4. Click Edit
5. Scroll down to the "Record Types to Include" field, then ctrl+click to add or remove Donation record types in the list
Selected record types will be included in the field's calculations.
6. Scroll up and click Save
You need to adjust the filters of the roll-up summary field - but because these fields are built in to PatronManager, they are not editable.
As such you'll need to create a new, custom roll-up field with the filters you need.
Why do these fields work differently?
The field's data type governs whether or not it can be adjusted in Organization Settings. Fields which can be adjusted there do not have the Salesforce "Roll-Up Summary" data type; instead the calculations work behind the scenes using PatronManager-specific functionality.
The fields which cannot be adjusted via Organization Settings use standard Salesforce functionality - they're "Roll-Up Summary" fields which calculate instantly, and which have filter settings on the field itself.
Troubleshooting and FAQs
Are you looking at an Account (rather than a Contact) page? If so, and if you still don't see a field mentioned above, you may need to adjust your Account page layouts to add the field.
One of two things is likely the problem here:
- You're looking at a field that isn't affected by changes in Organization Settings - refer to the list earlier in this article
- You need to wait a day - fields that are affected by changes in the Organization Settings tab recalculate their values on a nightly basis.
It is possible to force a recalculation for fields affected by changes in the Organization Settings, if you'd rather not wait - this can also be a useful troubleshooting step!
Head to the Accounts tab and click on "Update Donation Roll-Up Fields". Depending on the number of Accounts and Donations you have, the process could take anywhere from a couple minutes to a couple hours to complete.
Perhaps you have a donor who gives $5,000 every year, and occasional smaller gifts here and there. Their largest gift amount is $5,000, but it has happened on multiple dates.
In this scenario, the "Largest Donation Date" field will reflect the date of the most recent "largest" gift.
The "First Donation Amount" field only calculates for the Donation Record Types selected in the Organization Settings tab, while the "First Donation Date" field is a standard Salesforce Roll-Up Summary field that does not have this filter.
Therefore, if the Account's first Donation had a record type that isn't selected in the Organization Settings tab, this gift will be counted by the "First Donation Date" field, but ignored by the "First Donation Amount" field.
If you prefer, you can create a custom Salesforce Roll-Up Summary field on the Account object that is filtered for the same Donation record types you've selected in the Organization Settings tab, and use that instead of the default "First Donation Date" field.
Have you waited a day? Remember that this field updates on a nightly basis.
If it's still incorrect, your fiscal year settings may be wrong. Follow these steps to check.
1. Head over to Setup
2. Search for and click on "Fiscal Year"
3. Adjust the "Fiscal Year Start Month" and "Fiscal Year is Based On" fields as needed, then save
Heads up!
DO NOT enable the "Custom Fiscal Years" setting in Salesforce. It will permanently break some functionality in PatronManager, including this roll-up field and some reporting options, and it is irreversible.
