Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

Check existence of record before creating using Workflows

  • 1.  Check existence of record before creating using Workflows

    Posted 13 days ago
    I have a need to create new record using workflow. But before it creates, I need to check if doesn't exist already. So, basically workflow has to create a record only when there is no such record exists. How do I check this condition in OOB workflows. I know I can write a custom workflow. But need to check with community if there is a ready-made custom (managed or unmanaged) solution available to import and use.

    ------------------------------
    Vijayakumar Kenchugundu
    Microsoft Dynamics Applications Architect
    ARC (Airlines Reporting Corporation)
    Arlington VA
    ------------------------------


  • 2.  RE: Check existence of record before creating using Workflows

    Posted 12 days ago
    Have a look at North52, I expect you would be able to configure this to perform this feature, however its heavily dependent on what you consider 'existing', ie matching id field, multiple fields, already related to a specific record etc. without detail its a bit hard to say, so North52 is your best bet I think to see if you can get the desired result without a custom workflow action.

    Cheers

    ------------------------------
    James Abraham
    Practice Lead, Dynamics
    Empired
    ------------------------------



  • 3.  RE: Check existence of record before creating using Workflows

    GOLD CONTRIBUTOR
    Posted 12 days ago
    I achieved something similar using the text to lookup feature in TCS Tools.
    It only really works if you enforce uniqueness on the names in the target entity.
    Stage 1 of the workflow attempts to populate the lookup field with a text string.
    Stage 2 of the workflow checks to see if the field in stage one is populated, and if not, creates a record with the text string.

    https://www.itaintboring.com/dynamics-crm/dynamics-crm-use-a-workflow-to-set-a-lookup/

    ------------------------------
    Donal McCarthy
    BrightWork
    Galway
    ------------------------------



  • 4.  RE: Check existence of record before creating using Workflows

    Posted 12 days ago
    My customers encounter this situation quite often and the best option for them is Kaskela's Workflow Elements. It's free and amazingly useful.

    Take a look at the "Get Results" function. You define a query, link it to the workflow step, and then you can use the number of results in a check condition to decide if the workflow continues running.

    Hope that helps,


    ------------------------------
    Mike Cutlip
    RAMCO
    www.RAMCOAMS.com
    Durham, NC
    ------------------------------



  • 5.  RE: Check existence of record before creating using Workflows

    Posted 12 days ago
    ​Thank Mike. Kaskela's solution worked very well.

    ------------------------------
    Vijayakumar Kenchugundu
    Microsoft Dynamics Applications Architect
    ARC (Airlines Reporting Corporation)
    Arlington VA
    ------------------------------