Roll Up Properties / Calculated Properties

[SKerrigan5]

We have custom objects that are associated to companies and deals for clients they have referred to us. We currently use the "rollup" properties to count how many companies and deals they have referred.

We used to have these as companies but have moved them to "introducer" custom objects so they are separate from clients. I now want to be able to show previous activity on those companies but on the introducer but am running into some problems:

1. I can only manually associate historic activity one by one to the custom obejcts even though the contact is associated to both

2. The team have suggested having the previous company associated to the custom object so they can easily access the historic activity, however this will mess up the rollup properties (which already using the one allowed condition in setup)

Anyone have any suggestions for this?

[RubenBurdin · Accepted solution]

Hi @SKerrigan5 

Maybe I can help.

1. The trick is to lean on association labels: tag every company-↔-Introducer link that should count toward the rollup with a label like Referral, and tag the legacy “for-context-only” links with a separate label such as Historic. HubSpot Knowledge Base

2. Open any Introducer record → Companies card → Manage labels, create the two labels, then bulk-apply them; you can bulk-associate via an Associations import so you’re not clicking one-by-one: export Company IDs + Introducer IDs, add a column Association label, set the value to Historic or Referral, and import it back HubSpot Knowledge Base (Set up import files)

3. Now edit your existing rollup property (or clone it) and in the Select association labels step tick only Referral; HubSpot will ignore the Historic links and your counts stay intact even while the activity timeline shows everything

4. If you already use the single “additional condition” slot in that rollup, no worry—the label filter sits outside that logic, so you can keep your condition and restrict by label at the same time.

5. For activities (calls, notes, emails) that never belonged to the legacy companies, you can bulk-import them straight onto the Introducer object: choose Import → Activities → Notes/Calls/etc., include the activity body, date, and the Engagement ID columns for both the Introducer and the original Company so they show on both timelines HubSpot Knowledge Base.

6. If rebuilding activities feels heavy, consider using a Custom Report Builder instead: set Introducers as the primary source, pull in Companies + Activities as secondary, and surface all historic interactions without moving a single log—handy for dashboards.

7. Saw a similar Community post “Lookup and Rollup on Custom Objects?” where the accepted solve was exactly this label-filter combo; worth a quick skim for extra screenshots HubSpot Community.

Hope this help.

[SKerrigan5]

Thank you for this Ruben!

Running into a couple of issues on these.

1. Association labels - if we have labels on the associations, the rollup can count the associated records that have labels, but to my knowledge labels can't be made mandatory. Therefore if I am only counting the associated records with eg. Ref label, some users may have associated records manually but not added a label. Or is there a way to exclude those with "historic" labels from the rollup?

2. I tried to bulk export the emails and the format it comes out in, (where contact record IDs are all within the one cell) makes it quite tricky! 

Any further tips on this? Your help is much appreciated 🙂