Working with Calculation Properties or Formula Fields

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Understanding the Nuances of Calculated Fields in Insycle

The ability to manipulate and reformat data from existing fields enhances what your sales and marketing teams see in your CRM records. HubSpot's calculation properties and Salesforce's formula fields offer a dynamic and flexible approach to presenting data, providing a view of a calculated combination of information from other fields. (In this article, we'll refer to both of these dynamic CRM fields as "calculated fields.")

For example, you may want a calculated field in your account records that shows how many days it's been since you've had contact with anyone on the team. The field would calculate how many days since the last interaction for each linked contact, then display the lowest number of days in the calculated account field. The value that displays is calculated on the fly, not stored in the database. 

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Considerations for Using Calculated Fields with Insycle

There is an important aspect to consider when using calculated fields in Insycle. While Insycle maintains data synchronization from your CRM, it encounters a specific issue with calculated fields. Since calculated fields do not store data directly—instead providing a view of data derived from other records—when Insycle searches for updated records during its regular sync process, it may not reflect changes to the values from other sources.

Continuing with the example from above, changes made to the Last Contact Date field in a contact record are not recognized by Insycle as modifications to the calculated field, "Days Since Last Contacted" in the account record. Though you will see the updated Days Since Last Contacted value when viewing the account in your CRM, Insycle won't pull the updated value.

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Implications of Calculated Fields in Insycle

When viewing data in Insycle, you may notice a data discrepancy where calculated fields are used. Because of this, when filtering or setting up operations in a module, it is best to avoid using these calculated fields to ensure you aren't basing processes on out-of-date data.

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If it's important to see and leverage the most up-to-date calculated field data in Insycle, you may want to try the alternative solution below.

Alternative Solutions

If a calculated value is key to operations you want to set up in Insycle, you can create a regular custom field in your CRM and use HubSpot Workflows or Salesforce Flows to write the value into the field. Since the content of the field will actually be modified each time the workflow is triggered, this will be picked up by Insycle's regular sync process.

For this example, we want the automation to look at the "Days Since Last Contacted" calculated field and copy the value (not the formula) to the custom field on a regular basis. This ensures the custom field in Insycle is automatically updated on a regular basis.

Copying a Formula Field to a Regular Custom Field with Salesforce Flow

In Salesforce, create a standard custom field in the same object type as your formula field.

To set up the Flow, click the Setup button at the top-right corner of your dashboard.

Under Platform Tools in the left navigation, click Process Automation > Flows.

Click the New Flow button.

For this example, we want to update the values weekly, and select the Schedule- Triggered Flow

Use the Update Records element to copy the calculated "Days Since Last Contacted" value to a regular custom field.

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Copying a Calculation Property to a Regular Custom Property with a HubSpot Workflow

In HubSpot, create a standard custom property in the same object type as your calculation property.

To set up the workflow, under Automation > Workflows, click the Create workflow button. In this example, we'll create a workflow From scratch.

For this example, we want to update the values weekly, and set up the Schedule trigger. 

Use the Copy property value action to copy the calculated "Days Since Last Contacted (from All Contacts)" value to a regular custom field.

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Salesforce Troubleshooting

Discovering Which Salesforce Fields Are Formula Fields

If you aren't sure which, if any, of your Salesforce fields are formula fields you can use the Cleanse Data module to look this up. The Type column shows "Formula" for Salesforce's formula fields.

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Additional Resources

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