How do I create rollup summary fields to total child records in Zoho CRM?

Zoho CRM has a rollup summary field type that totals, counts or averages values from related child records, such as the sum of closed deals on an account. You add it in the module's layout editor, choose the related module, the field to summarise, the function and optional criteria. It is available on higher editions, so check yours. On other editions, a Deluge function can do the same job.

Open the layout of the parent module, for example Accounts, and add a new field of the rollup summary type. Pick the child module linked through a lookup, such as Deals, then choose the function: sum, count, minimum, maximum or average. Select the field to summarise and add criteria if you only want some records, such as deals in the Closed Won stage. Save and the value appears on each parent record.

Rollup values are calculated by Zoho, not entered by users, so they cannot be edited by hand. There are limits on how many rollup fields a module can have and which field types can be summarised, and recalculation may not be instant after large imports. Check the current Zoho CRM help page for the limits on your edition.

If your edition does not include rollup summary fields, or you need logic they cannot handle, use a workflow on the child module that triggers a Deluge function. The function fetches related records, calculates the total and updates a number or currency field on the parent. Remember to trigger it on create, edit and delete, otherwise the total drifts.

Written by Flowpeak, a Zoho implementation partner. Zoho pricing and features change, so confirm current details on the official Zoho site. Free checklists | Ask us a question