Activity Roll-Up rules enable you and your team to automatically share Notes, Emails, Phone Calls and more across all your Apps.

Edition Qualifier: The filter feature is available in all FreeAgent Editions.

User Permissions: Only Administrators can configure new Activity Roll-Up rules.

In this tutorial, we will cover the following topics:

1. Navigate to Activity Roll-Up
2. Add Activity Roll-Up
   - Description
   - Apps
   - Source App
   - Target App
   - Field
   - Conditions
3. Edit, Duplicate, Deactivate, Activate
   - Edit
   - Duplicate
   - Deactivate
   - Activate
4. Out of the Box Activity Roll-Ups
   - Roll-up from contact to accounts
   - Roll-up from contact to deals
   - Roll-up from account to deals
   - Roll-up from deals to accounts

FAQs

What is Activity Roll-Up?

Activity Roll-Up is a feature that consolidates activities (emails, phone calls, meetings) from various records related to a specific account, contact, lead, or opportunity into the timeline.

What types of activities are typically included in an Activity Roll-Up?

Any Activity performed in FreeAgent can be included in an Activity Roll-Up. 

Can I delete an Activity Roll-Up?

No. If you no longer need an Activity Roll-Up you can Deactivate it.

Navigate to Activity Roll-Up

From the Navigation Menu, go to Settings > Advanced > Activity Roll-Up.

Add Activity Roll-Up

From the Activity Roll-Up page, click the Add Activity Roll-Up button located on the top left hand side.

The Add Activity Roll-Up form will appear.

Description

The Description field allows you to name the Activity Roll-Up. 

The Description of the Activity Roll-Up should be simple and informative, telling you what the Source App is and what the Target App is. 

Using the format “Roll-Up from <source app> to <target app>” is a good way to express the description. 

Roll-up from contacts to accounts and Roll-Up from accounts to deals are good examples of Activity Roll-Up descriptions.

This is a required field (*).

Apps

The Apps field allows you to designate what Activities you want rolled-up from the Source App to Target App. The options available are presented in a dropdown menu populated with the all Activity Apps in your FreeAgent instance.

For example, in the Roll-up from contacts to accounts roll-up, all Notes, Attachments, Emails, Texts, Phone Calls, Meetings and Tasks are rolled-up from the Contact record into the associated Account record.

This is a required field (*).

Source App

The Source App field allows you to designate what App you want to draw the Activities records from. For example, if you want Activities from the Contacts App to be rolled-up in the Accounts App, designate the Contacts App as the Source App.

Note: Activity Roll-Up is one directional information exchange. This means that designated Activities from the Source App will be rolled-up into the Target App but Activities from the Target App won’t be rolled-up into the Source App.

This is a required field (*).

Target App

The Target App field allows you to designate what App you want the Activities records drawn from the Source App to be rolled-up into. For example, if you want Activities from the Contacts App to be rolled-up in the Accounts App, designate the Accounts App as the Target App.

Note: Activity Roll-Up is one directional information exchange. This means that designated Activities from the Source App will be rolled-up into the Target App but Activities from the Target App won’t be rolled-up into the Source App.

This is a required field (*).

Field

The Field field allows you to designate what field in the Source App to use as the reference field for the Target App. For example, if you want the Activities from a Contact record to be rolled-up into an Account record, you would select the reference field that contains the Account associated with the Contact.

This is a required field (*).

Conditions

You can use filters to set conditions for Activity Roll-ups. This allows you to organize and streamline the flow of information from the Activity Roll-Up more precisely.

For example, in the Roll-Up from accounts to deals roll-up, you could set filters such as Sales Stage > Is Not > Closed Won, Closed Lost.

This would mean that when a Deal is moved to Closed Won or Closed Lost, the Activities records from that Account (Source App) are no longer rolled-up into the associated Deal (Target App). This allows you to keep your Deal records concise while still having all of the relevant information at hand while a Deal is still active.

For more information on setting up and using Filters, refer to our article Filters, Sort and More.

Note: For assistance setting conditions for an Activity Roll-Up, reach out to your Account Manager.

Save

Once you have configured your Activity Roll-Up, save it by clicking the Save button in the bottom right hand corner of the Add Activity Roll-Up form.

Saved Activity Roll-Ups will appear on the Activity Roll-Up page.

Edit, Duplicate, Deactivate, Activate

The Options button (...) on the left hand side of the Activity Roll-Ups list view provides 3 options for managing your Activity Roll-Ups — Edit, Duplicate and Deactivate.

Edit

You can edit any aspect of a saved Activity Roll-Up, including the Name, Source App, Target App and Activities (Apps). Don’t forget to Save your changes.

Duplicate

You can duplicate any saved Activity Roll-Up. When you click the Duplicate button the Edit Roll-up form will appear.

From here you can edit any aspect of the duplicated Activity Roll-Up, including the Name, Source App, Target App and Activities (Apps). 

Deactivate

You can deactivate an Activity Roll-Up you no longer need. Deactivated roll-ups will not appear on the Activity Roll-Up page. To access deactivated Activity Roll-Up, select the Show Deactivated box in the top right hand corner of the Activity Roll-Up page.

Activate

To activate a deactivated Activity Roll-Up, use the Options button (...) on the left hand side of the deactivated Activity Roll-Ups list view. 

Out of the Box Activity Roll-Ups 

FreeAgent provides you with 4 Out of the Box Activity Roll-Ups with every B2B instance. These roll-ups can serve as a solid foundation for your own roll-up library and can be easily edited to suit your specific needs.

For example, you could change the name of the roll-up to better match the name of the Apps in your own instance or change the Activities you want rolled-up to only those you use.

Roll-up from contact to accounts

The Roll-up from contact to accounts roll-up is used to roll-up Activity records from a Contact record to an associated Account record.

Roll-up from contact to deals

The Roll-up from contact to deals roll-up is used to roll-up Activity records from a Contact record to an associated Deal (called Opportunities in this example) record.

Roll-up from account to deals

The Roll-up from account to deals roll-up is used to roll-up Activity records from an Account record to an associated Deal (called Opportunities in this example) record.

Roll-up from deals to accounts

The Roll-up from deals to accounts roll-up is used to roll-up Activity records from a Deal (called Opportunities in this example) record to an associated Account record.