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Workflow for appointment completion

  • 1.  Workflow for appointment completion

    Posted 16 days ago
    I am creating a workflow to automatically complete an activity appointment once the appointment date has passed. It seemed like it would be a very easy workflow; check the appointment due date, if it is on or before ___"todays date"___, mark the appointment complete. However, the "todays date" field is a static field, not dynamic or 'rolling' if you will. Has anyone created a similar workflow or do you have suggestions on how to get a 'rolling today's date' option?

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    Royann Schmidgall
    Sr. Mgr. Operations
    McGhee Productivity Solutions
    Parker CO
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  • 2.  RE: Workflow for appointment completion

    Posted 15 days ago
    Edited by Tim Miller 15 days ago
    You can set your Wait Condition as a Process (bottom of the entity list), and tell it to Timeout until the Appointment Time.  I think this would work.  In my experience, the waiting workflow picks up changes in that field so that you don't have to worry about changes to the appointment time.




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    Tim Miller
    IT Manager
    R.L. Deppmann
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  • 3.  RE: Workflow for appointment completion

    SILVER CONTRIBUTOR
    Posted 15 days ago
    Hi Royann,

    You need to use a 'Wait' step and the process timeout field:
    Process timeout

    More details here
    http://blog.clickdimensions.com/crm-workflows-wait-versus-timeout/

    Be aware that having huge quantity of waiting workflows can affect system performances.

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    Fabien Bernard
    CRM Developer
    Montréal QC
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  • 4.  RE: Workflow for appointment completion

    D365UG/CRMUG ALL STAR
    Posted 12 days ago
    I agree you should be careful with having large amounts of workflows in a waiting state. The timeout is better than waiting for a condition but you could run into an issue if the date of the appointment changes. For example, the appointment is set to close on 9/17 so you create a timeout to wait until 9/18. Then they change the date to 9/30. You want to ensure the workflow does not close the appointment on 9/18 without checking.​

    A better way to do this would be to have a nightly process that goes through and closes all old things. This could start as manually running a workflow on an Advanced Find and then could be automated via Flow.

    Let us know how you solve this business problem!

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    Kylie Kiser
    Product Owner, CRM
    Ascensus

    www.CRMUG.com/Washington
    KylieKiser.com
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  • 5.  RE: Workflow for appointment completion

    GOLD CONTRIBUTOR
    Posted 12 days ago

    Agree with Kylie, you can implement nightly jobs using Microsoft Flow, this is the trigger you would use: https://docs.microsoft.com/en-us/flow/run-scheduled-tasks



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    Sissy Bottcher
    Business Process Innovation Specialist
    StudyPortals
    San Diego CA
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  • 6.  RE: Workflow for appointment completion

    Posted 11 days ago
    Thank you everyone for these great suggestions. I am going to work on this next week. I'll either let you know what successful approach I took or be back with more questions :).  Appreciate all your help.

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    Royann Schmidgall
    Sr. Mgr. Operations
    McGhee Productivity Solutions
    Parker CO
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  • 7.  RE: Workflow for appointment completion

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Royann Schmidgall - Something to consider from a business perspective is if the user actually did the activity. Yes, there may be a Due Date on the activity, but that is no guarantee that the activity was actually done. For example, the appointment could be scheduled in CRM and in the person's Outlook, but that doesn't mean they actually met with someone.

    I have, unfortunately, worked with people using CRM and added "fluff" to make it look like they were busy when, in fact, they weren't.

    Just something to consider....​

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    Aaron Back, MCSE
    Sr. Microsoft Dynamics 365 Consultant
    www.acemicrotech.com
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
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  • 8.  RE: Workflow for appointment completion

    TOP CONTRIBUTOR
    Posted 11 days ago
    +1 for the Scheduled Flow option mentioned by @Kylie Kiser and @Sissy Bottcher
    ​​
    One other option to consider is leveraging KingswaySoft and SSIS.  would allow you to do a scheduled Job setup to pull appointments that are past due, and update them to closed.

    Good Luck.

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    Todd Mercer
    Dynamics CRM Technical Lead
    MD Financial Management
    Ottawa ON
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