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Rollup Field-Activities

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Posted on by TedW

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Hi,

I have created a Rollup field called 'Last Activity On' to show the last activity date on opportunities. It works absolutely fine for getting the date of most recent Phone Calls, tasks etc.

The problem I have is that it doesent record notes. So if a note is the most recent activity in an opportunity, it will not show in the field.

Are Notes not the same as normal activities? Is there any way to amend the rollup field to include Notes? I have taken a long look and cant seem to find an answer.

Thanks as always

Ted

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JSilva 485 on at

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RE: Rollup Field-Activities

Hi,

tks Lu for your feedback

Yes, I think PA is the only way, but you need also to delete this roollup field and create a new field to accomplish that.

Ted if you need more informatin

If the asnwer s helpfull please mark as verified
LuHao 40,872 on at

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RE: Rollup Field-Activities

Hi Ted,

If you have to use only one field to display the latest date of both activities and notes, then we can use power automate, as suggested by JSilva8507.

Also, don’t forget to click Yes under "Did this answer your question?"
JSilva 485 on at

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RE: Rollup Field-Activities

In both suggestions you can do this automation in only one field, you dont need to have two date/time fields to gather this information.

In my scenarios work very well, I have something similar in live
TedW 460 on at

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RE: Rollup Field-Activities

Hi Hao,

Thanks very much for your suggestion. The only problem I can see with it is that I already have a date field called 'Last Activity On'. I will now have 2 fields one for last activity and one for last note. I will do as you suggested and see how it goes for its target audience. Thanks a lot. Ted
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JSilva 485 on at

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RE: Rollup Field-Activities

Hello Ted

Notes and activities are different things,

If you have a workflow or PA triggered on activities entities, notes will not be considered.

I agree with @Lu Hao suggestion, but if you dont need the advantages of real time workflow (have the field updated in real time), I think it´s better to do this automation in PA.

Other reason it´s related to frequency of update of roolup fields - OOB every hour

I think in this you will have in future errors in the information of this field.

See other way to do (Two options)

1º Create a normal date time field in OPTY

2º Create Two PA (one for activites other for notes)

Trigger: new activities and notes or updated fields (like status - if only want this job done when the activities are closed)

This two PA will update this date time field

3º Other way it´s to have a recurrent PA (for example 5 min) that will see the activities and notes -

1ª parallel branche

2ª

CDS List of record from activities

filtered related to OPTY and order by Top: last modification - Top 1(to get only one value of the list) - the same for the notes

CDS List of record form notes related to OPTY

3ªAnd update the date time field in opty with the top max last modificiation from the two branches

Please send feedback and if you want more details
LuHao 40,872 on at

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RE: Rollup Field-Activities

Hi Ted,

If my answer is helpful, please click Yes under "Did this answer your question?" to close this thread.

Thanks.
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LuHao 40,872 on at

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RE: Rollup Field-Activities

Hi Ted,

We can use a workflow to update the date field of Opportunity.

Step 1. Create a date field in Opportunity.

Step 2. Create a real-time workflow.
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prt33k 6,907 on at

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RE: Rollup Field-Activities

Hi Ted,

Notes are a bit different.

Notes is a separate entity called as annotation and you wont be able to create a rollup on that entity.

Yo can however write a custom logic to update the field on opportunity on click on button - basically to go fetch all the related notes and get the last modified on - and update that to your field on opportunity.

A similar effort is present here - though they are dealing with different scenarios.

www.itaintboring.com/.../