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Deep Dive: Sum the Values of Custom Fields for a Parent Record
Deep Dive: Sum the Values of Custom Fields for a Parent Record

Add custom field values for children and let Novi roll those values up to their parents so that calculations aren't manual.

Pete Zimek, CAE avatar
Written by Pete Zimek, CAE
Updated over a week ago

There are times where you may track a custom field where values need to "roll-up" to a parent record. Novi makes it easy to do this with the "Sum Children's Values" check box.

Example Use Case

Imagine one of your dues rules is calculated based on the number of employees a member company has. ACME National is your dues-paying member. They have two branches. ACME East has 10 employees and ACME West has 8 employees.

In the past, you may have manually entered 18 employees for ACME National. You may also have tracked 10 employees on ACME East and 8 Employees on ACME West. The challenge is that you would have been double-counting employees... and doing math by hand.  Neither sounds fun to me.

With Novi AMS, you can track the 10 Employees on ACME East and the 8 Employees on ACME West. To sum those amounts on ACME National's record, you'd simply check the "sum children's values" checkbox next to their custom field. Once the button is checked on ACME National's record, the field would be greyed out to prohibit editing and would show 18 records.

Setup Custom Fields to Show Summation

When creating or editing a "number" custom field, enable Show Summation Checkbox.

Using the Summation on a Member Record

For records where you'd like to sum, find the custom field on the member record. As a reminder, this can be found on the member's Details tab. Scroll down to the custom field section and check the box.

Items of Note

When summing the children's values, the system does not look at membership status (e.g. current/pending/non-member). Therefore, the value on the parent record is the sum of ALL values from all companies on the parent record's Sub Companies tab.

If a sub-company record is deactivated/deleted, then it will not be included in the parent record's total count.

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