DeelugeDocs
Sign in

Formulas, roll-ups and auto-numbers

Back to the guide

Some fields are filled in by Deeluge rather than typed:

  • Formula: worked out from other fields of the same record. Equity bracket from Maximum check size, so a view can filter on a labelled bracket.
  • Roll-up: a count or sum of the records linked to this one. Providers approached and Providers passed on an Opportunity, counted from its Deal Outreach.
  • Auto-number: DO-00001, DO-00002… given once when a record is made, so a Name never has to be typed.

They stay up to date by themselves, nobody can type into them, and you can filter, sort and export them like any other field. Owners, admins and analysts add them in Settings → Objects.

Add a formula

  1. Select your firm's name at the top left, then Settings, then Objects under CRM, then the object, for example Opportunities.

  2. Select Add attribute and type a Name, such as Equity bracket.

  3. Under Type, choose Formula. Under the Formula box, Insert a field lists this object's fields: select one to write it into the formula.

  4. Write the formula. Fields go in braces, text in quotes:

    IF(ISBLANK({Maximum check size}), BLANK(),
  IFS({Maximum check size} < 5000000, "Under $5M",
      {Maximum check size} < 25000000, "$5M to $25M",
      TRUE, "$25M and over"))

    IFS gives the value of the first test that holds. Other functions: IF, AND, OR, NOT, ROUND, MIN, MAX, ABS, CONCAT, UPPER, LOWER, LEN, ISBLANK, BLANK. Use & to join text and + - * / for sums.

  5. Select Add. If something is wrong you are told what, such as There is no field called “Max check”. Otherwise every record shows its value straight away.

An empty field gives an empty result, which is why the example checks ISBLANK first: otherwise a record with no check size would land in the last bracket.

Write a formula with AI

You can describe the field in words and let Claude write the formula.

  1. In the Add attribute or Edit window of a formula field, select the sparkles above the Formula box, Write it with AI. A box opens: Describe what the field should show.
  2. Describe it, naming fields as they are called on the object, for example Bracket the maximum check size: under $5M, $5M to $25M, and $25M and over. Leave it empty when there is no check size.
  3. Select Write formula (or press Ctrl+Enter, ⌘+Enter on a Mac). After a few seconds the formula appears in the Formula box with a short explanation under it.
  4. Check it. To adjust it, change the description and select Rewrite formula, or edit the formula yourself.
  5. Select Add or Save. Nothing is saved before you do.

Claude only sees the object's field names, their types and the options of select and status fields, plus your description. It never sees records, values, notes, emails or documents. If your firm has High safety on, the request goes through Amazon Bedrock instead of the Anthropic API.

If something cannot be done with a formula, such as counting linked records, you are told why and what to use instead. Each person can ask ten times a minute.

Add a roll-up

The object needs a Relationship field to the records you want to count, such as Opportunity's link to its Deal Outreach.

  1. Open the object in Settings → Objects and select Add attribute. Name it, such as Providers passed.
  2. Under Type, choose Roll-up.
  3. Under Linked records, choose the relationship.
  4. Under Roll up as, choose Count of linked records, Sum, Average, Smallest or Largest. For a sum or the like, choose the number field under Of the field.
  5. To count only some, choose a status or select under Count only when, such as Status is…, and tick the options, such as Passed.
  6. Select Add.

The number changes as soon as a linked record is added, changed, moved to another record or deleted. It counts every linked record, including restricted ones, so everyone sees the same number.

Number records automatically

Give a Name numbers instead of typing it, for example Deal Outreach:

  1. In Settings → Objects, open the object and select the pencil on Name.
  2. Select Change type, choose Auto-number, type a Prefix such as DO- and choose the Digits (5 gives DO-00001).
  3. Select Change type.

Names already there are kept, including ones made during an import. Records with no name are numbered after the highest number already used. From then on, a new record and an imported row without a name get the next number, and the New window no longer asks for a name.

Or add a separate number field: Add attribute, choose Auto-number, set the prefix and digits, and select Add. Every existing record is numbered, oldest first.

What you cannot do yet

  • Add these to a list's own fields; only an object's.
  • Read a linked record's field in a formula. Roll it up first, then read the roll-up.
  • Turn an existing field into a formula or roll-up. Add a new one instead.
  • Webhooks and the timeline hear about the edit that changed a formula or roll-up, not about the formula or roll-up itself.