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Mimic the "Rollup Financial and Effort Data from shortcut" for roll-up summary custom fields

Hello,

I have several rollup summary fields, and I've just found out that the rollup behaviour always roll-up through shortcuts by default and that makes some results inconsistant between Work and Work-based custom fields for example.

I'd like to mimic the Roll-up behavior of the Work field. It uses the Project level field "Rollup Financial and Effort Data from shortcut" to switch the behavior.

Here is an example project structure:



So far, I was able to set a rollup criteria to avoid rollup on shortcut (Criteria = "Not(LinkObject.Shortcut)"). This is the criteria used for above screenshots.

I tried the criteria "Not(LinkObject.Shortcut) || (ParentProject.RollupFinancialAndEffortDataFromShortcut)" but that didn't work as expected (that criteria used the Parent project of the original Milestone, not the Parent Project of the link).

 

Could you please tell me if this is something we can do? 

Thanks

Armand BOLMONT Answered

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Hello Armand,

Is the behaviour shown in the following video what you're after? There's 5 tasks (each have a value of 1, sum 5) and 3 shortcuts (each have a value of 10, sum 30) for better visibility of what is going on. https://www.screencast.com/t/AuDLEP30T

To achieve this behaviour, follow these steps:

1) Create a simple toggle field on the Work Item entity (named 'roll-up shortcuts toggle' in the video);

2) Create a numeric field field on the Work Item entity with the following settings (where $C_rollupshortcutstoggle is the toggle field you just created):

3) Create a Workflow Rule on the Work Item entity that runs when IsChanged($C_rollupshortcutstoggle) is TRUE:

Make sure to mark 'Allow this workflow to trigger additional workflows' on:

Please let me know if this works.

Roland Pumputis 0 votes
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Hello Roland,

Thank you, that inspired me to achieve what I wanted.

I improved the workflow rule to fix 2 limitations: Adding a sub-task and adding a new shortcut wouldn't propagate from the parent.

I also synchronized the toggle custom field with the field "Rollup Financial and Effort Data from shortcut", so that at the end, the user won't notice the toggle custom field.

The workflow rule becomes (the name of my toggle field is $C_RollUpCustomFieldsonShortCuts):




The update can be quite slow for large projects, but from my tests, I think that will do the trick.

What is the "$AllImpacting" related field exactly?

Thank you again!

Armand BOLMONT 0 votes
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Hello Armand,

$AllImpacting is related to Shortcuts and Impacting Work Items, which can be added via the Add Related.. button:

Actually, I think it would improve the Workflow Rule if you replace this:

With this:

 

I hope this answers your question.

Roland Pumputis 0 votes
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