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Check existence of record before creating using Workflows

  • 1.  Check existence of record before creating using Workflows

    Posted Mar 07, 2019 04:00 PM
    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.

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    Vijayakumar Kenchugundu
    Microsoft Dynamics Applications Architect
    ARC (Airlines Reporting Corporation)
    Arlington VA
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  • 2.  RE: Check existence of record before creating using Workflows

    Posted Mar 08, 2019 02:02 AM
    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

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    James Abraham
    Practice Lead, Dynamics
    Empired
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  • 3.  RE: Check existence of record before creating using Workflows

    TOP CONTRIBUTOR
    Posted Mar 08, 2019 03:04 AM
    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/

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    Donal McCarthy
    BrightWork
    Galway
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  • 4.  RE: Check existence of record before creating using Workflows

    SILVER CONTRIBUTOR
    Posted Mar 08, 2019 07:21 AM
    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,


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    Mike Cutlip
    RAMCO
    www.RAMCOAMS.com
    Durham, NC
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  • 5.  RE: Check existence of record before creating using Workflows

    Posted Mar 08, 2019 10:20 AM
    ​Thank Mike. Kaskela's solution worked very well.

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