Configure Service Delivery Summary Data

Service Delivery Summary Data Overview

The Service Delivery summary fields are automatically-calculated fields on the Contact, Program Engagement, Service, and Service Session objects. They track attendance and the date of a client’s last service.

• Attendance Rate

• Attendance Summary

• Consecutive Absences

• Last Service Date

• Number of Absent Service Deliveries

• Number of Present Service Deliveries

To use these fields, perform these setup steps.

Activate Service Delivery Summary Field Triggers

Service Delivery summary fields are available on Contacts, Program Engagements, Services, and Service Sessions. Enable them for all objects or just those that meet the needs of your org. The triggers for these fields are turned off by default. Activate the triggers for the summary fields you want to see.

1. From Setup, in the Quick Find box, enter Metadata, and then select Custom Metadata Types.

2. Manage Records for Feature Gate.

3. From the View menu, select All.

4. Click Edit next to the summary field you want to use.

   • Roll up Service Deliveries to Contact

   • Roll up Service Deliveries to Service

   • Roll up Svc Deliveries to Svc Session

   • Rollup Svc Deliveries to Pgm Engagement

5. Select Feature Active.

6. Click Save.

7. Repeat these steps for each set of object Service Delivery summary fields you want to activate.

Create a Scheduled Job to Recalculate Service Delivery Summary Fields

As a Salesforce admin, you can schedule a job to recalculate Service Delivery summary fields on an organization-wide basis. While the triggers incrementally increase the existing summary fields as each new Service Delivery record is created, the batch jobs fully recalculate all Service Delivery records. To ensure that your calculations are always up to date and accurate, schedule the jobs to run weekly or monthly.

Schedule a job for each summary field Trigger you enabled.

1. From Setup, in the Quick Find box, enter Apex Classes, and then select Apex Classes.

2. Click Compile All Classes.

3. After compilation is complete, click Schedule Apex.

4. Enter a Job Name. For example, Service Delivery to Contact Rollup.

5. Select the Apex class.

   • ContactRollupsSchedulable

   • ProgramEngagementRollupsSchedulable

   • ServiceRollupsSchedulable

   • SessionRollupsSchedulable

6. Specify a Frequency, Start and End times, and Preferred Start Time. We recommend a Start Time when users won’t be working with Service Delivery records. 

   

7. Click Save.

8. To verify your scheduled job, enter then select Scheduled Jobs in the Quick Find box.

Note If you need help with this process, see Schedule Apex Jobs in Salesforce Help.

Add Service Delivery Summary Fields to Page Layouts

Set up page layouts with service delivery summary fields.

Important We recommend that you make these fields Read-Only, as they’re automatically updated and should not be modified.

On the Contact and Program Engagement objects, add these fields to your page layouts:

• Attendance Summary

• Consecutive Absences

• Last Service Date

On the Service and Service Session objects, add this field to your page layouts:

• Attendance Summary

Note The Number of Absent Service Deliveries, Number of Present Service Deliveries, and Attendance Rate fields are included in the Attendance Summary. You can optionally add them to page layouts as needed.

Configure Absent and Present Values

We include three Attendance Statuses out of the box: Present, Excused Absence, and Unexcused Absence. If you need additional statuses, make sure to indicate if they are Absent or Present values so they’re factored into our summary fields.

1. First, add the new value to the Attendance Status picklist.

   1. From the object management settings for Service Deliveries go to Fields & Relationships.

   2. Click Attendance Status.

   3. In the Values related list, click New.

   4. Add the new value. If adding multiple values, enter one on each line. For example, Partially Attended.

   5. Click Save.

   6. Copy the API Name of the new value, as you’ll need it in the next step.

2. Next, indicate if the value is either Absent or Present.

   1. From Setup, click the Home tab.

   2. Enter Metadata in the Quick Find box, then select Custom Metadata Types.

   3. In the row for Bucketed Value, click Manage Records.

   4. Click New.

   5. Enter a Label for the value. For example, Partially Attended. The Bucketed Value Name auto-populates.

   6. In the Bucket field, select either Absent or Present. For the Partially Attended status, we want the client marked as Present, so we’ll select Present.

   7. Paste the API Name from the previous step into the Value field.

      

   8. Click Save.