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Charting on appointments by account

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  • 1.  Charting on appointments by account

    TOP CONTRIBUTOR
    Posted 18 days ago
    Hi,

    I'm trying to build a view and chart, to show which accounts we have most appointments with. However, most of the appointments we have are set regarding opportunities and only a few of them are set regarding the account itself.

    Is it possible to build a query that shows all of these appointments - both those directly regarding the account - and the ones that are indirectly related to the account via the opportunity?

    Kind of the same way you can see all appointments in the timeline when you open an account.

    ------------------------------
    BR,
    Niels
    ------------------------------


  • 2.  RE: Charting on appointments by account
    Best Answer

    TOP CONTRIBUTOR
    Posted 18 days ago
    One way you might try is to add a field to the Appointment and use a workflow to populate it with the Account name if the appointment is regarding an account or, if the appointment is regarding an opportunity, populate it with the Account linked to the opportunity.  You could then use that field in your chart.

    ------------------------------
    Jill Vazquez
    Technical Specialist - CRM
    Bioventus, LLC
    Durham NC
    ------------------------------



  • 3.  RE: Charting on appointments by account

    GOLD CONTRIBUTOR
    Posted 18 days ago
    When creating a view you can pull in fields from the "Regarding" entity as columns. So as long as the view will only contain appointments that are regarding Opportunities, you can pull in the "Potential Customer" field from "Regarding (Opportunity)". Then, once you build the chart and use the respective view that contains this field, it appears and you can use it in the chart.

    Note that - if you have some appointments set regarding the Opportunity and some regarding the Account - you'll need two separate views and charts to see both.

    ------------------------------
    Sissy Bottcher
    Business Process Innovation Specialist
    Dynamics 365 for Sales Enterprise (Online v.9)
    San Diego CA
    ------------------------------



  • 4.  RE: Charting on appointments by account

    GOLD CONTRIBUTOR
    Posted 18 days ago
    I just re-read your question and realized that I didn't answer it. Jill's way is the workaround to have it all in one view/chart.

    ------------------------------
    Sissy Bottcher
    Business Process Innovation Specialist
    Dynamics 365 for Sales Enterprise (Online v.9)
    San Diego CA
    ------------------------------



  • 5.  RE: Charting on appointments by account

    TOP CONTRIBUTOR
    Posted 18 days ago
    @Jill Vazquez @Sissy Bottcher

    Thanks for the input both of you. ​​

    The workflow solution was also the one, that sprang to my mind. However, I was hoping that it was possible to somehow leverage the built-in relationship between opportunities and accounts for this purpose.

    ------------------------------
    BR,
    Niels
    ------------------------------



  • 6.  RE: Charting on appointments by account

    TOP CONTRIBUTOR
    Posted 17 days ago
    Edited by Ryan Perry 17 days ago
    Hi @Niels Lønberg,​

    A third approach would be to add a field to the account entity to store the total number of appointments, then add logic to calculate however you'd like.  If it is simple you may be able to use a rollup field, which update every ~12 hrs or less. Alternatively - and this is the way I'd go - create a basic number field, and a workflow to update the value.  We use Kaskela's Elements to query for results using FetchXML. You'll need a way to trigger the workflow periodically. We've built a workflow scheduler in our environment for such system jobs. If you have something similar, this works very well, providing ultimate control over what all to include/exclude and how often to update the calculation. It also makes the chart very fast as it doesn't have to filter for all related activities in the heirarchy.

    ------------------------------
    Ryan Perry
    Business Systems Analyst
    Auric Solar
    ------------------------------



  • 7.  RE: Charting on appointments by account

    TOP CONTRIBUTOR
    Posted 17 days ago
    Note, this will not provide the view showing apts that are both 2nd and 3rd degree relations.... I am not aware of a way to combine those two queries into a single view.

    ------------------------------
    Ryan Perry
    Business Systems Analyst
    Auric Solar
    ------------------------------



  • 8.  RE: Charting on appointments by account

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Ryan Perry

    Thanks for the input.

    Right now I'm using the workflow option. This good thing about querying the records is that you can do a drill down of the data.

    With regards to scheduled jobs and async workflows in general, I'm mainly using Microsoft Flow for that.




    ------------------------------
    BR,
    Niels
    ------------------------------



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