Configuring Rollup Lists

Configuring Rollup Lists

Choose any name rollup

  1. Click on the “Rollup” tab on the main toolbar to bring up the list of rollups.
  2. Click on the “Rollups” Charm located on the left (just below the “Recent” Charm)
  3. Click on the name of any rollup list so it is now active in that frame.
  4. Choose the “Configure” icon from the dropdown list in the active frame and a Configure Rollup List window will pop up.
  5. Choose the Rollup list type that you want to configure from the dropdown menu.
  6. From this window you can choose any of the following charms located on the left side:
    1. “Layout” Charm allows you to choose which fields you’d like displayed by clicking in the “Click to set field” area and choosing from the drop down list. You can decide where they appear on the screen by simply dragging and dropping into the desired location.You can delete a field by clicking into it and selecting “Delete”.  You can choose from two sort by options by clicking the down arrow and choosing from that list.  Select number of rows per page by typing it right into the box. You can choose which features are available to you in the “I want to…” action drop down list by checking or unchecking the corresponding boxes (Click here to learn about the ‘I Want To’ column).
    2. “Stage Setup” Charm allows you to customize the rollup stages with a description and icon of your choice, assign it an activity type and create an automation plan.  
    3. “Automation” charm allows you to add an automated process when someone is moved to a specific stage on the rollup list.configure_rollup_layout

      Configuring Rollup Stages:

      Rollup lists allow you to select a symbol (see table below) as a visual indicator of where the record is in a process. Each type of Rollup (Company, Name or Position) can have its own set of stages. You can alter the label for each symbol as well as the image displayed to reflect your process or terminology. Additionally, each stage can be configured to automatically write an activity, display the New Activity window in which you can add an activity, or execute an automation plan. The configuration is also available for the Rollup Status Icons in the Pipeline.

      1. Select Rollups from the main navigation toolbar
      2. Choose a Rollup as well as the type (Company, Name or Position)
      3. Click on the dropdown menu on the far right hand side and select configure
      4. Click Stage Setup
      5. Select the Rollup Type (Company, Name or Position).
      6. For each Stage:
        1. Enter a description. The text entered is the label that will appear when selected on a Rollup list.
        2. Select the Default Activity Type. This is the Activity Type that will be written to the record or display as a default if you configure the stage to automatically write or pop up a new activity window (Learn how to create Activity Types here).
        3. Select an activity type preference of either Automatically Write, Popup New Activity (Useful for scheduling follow ups and adding notes), or Automation Plan.
        4. Select the Merge Plan preference to carry forward items with this symbol when using the Merge Plan feature.
      7. Click Save.

      The table below shows you the symbols used on Rollups and the default Stage description.rollup_stage

      Please note that Rollup Stages can be customized by user. If the Stages should be applied to other users’ views, you must copy the settings to the other users. See “Copying User Settings” here.

      Configuring Rollup Automations

      Rollup List automation plans are triggered based on the stage selected for a record on a rollup list. These plans allow you to send emails automatically, send form letters, schedule items, and much more!

        1. Select Rollups from the main navigation toolbar
        2. Choose a Rollup as well as the type (Company, Name or Position)
        3. Click on the dropdown menu on the far right hand side and select configure
        4. Select the Automation Charm
        5. Choose Add
        6. Enter a name for your plan
        7. Select “Warn before running automation plan” if you wish to receive a popup warning before this automation plan takes place
        8. Choose the type of action you would like to take place and fill out the appropriate fields
      • Send Email – allows you to send a non personalized email.
      • Copy to Rollups – selecting this option will add this record to up to three other rollup lists.
      • Send Form Letter – allows sending of personalized emails
      • Schedule Item – places an event on your schedule after a specified delay, Ex. 3 days after event
      • Activity – writes an activity, this is great if you would like a secondary activity written when choosing the stage
      • Write Detail – this will autopopulate a desired field
      • Change Status – changes the records status field
      • Append To Keywords – adds a keyword to the record
      • Append To Notes – adds a note to the record
      • Send Profile Link – sends a profile to be filled out by recordsetup_automation_plans

      Adding Your Automation Plan

      1. Select Rollups from the main navigation toolbar
      2. Choose a Rollup as well as the type (Company, Name or Position)
      3. Click on the dropdown menu on the far right hand side and select configure
      4. Click Stage Setup
      5. Locate the stage you wish to have trigger the automation
      6. In the Write Activity column, select Automation Plan
      7. Use the dropdown in Automation Plan to select your desired planenable_automation