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Merging Accounts

  • 1.  Merging Accounts

    SILVER CONTRIBUTOR
    Posted 15 days ago
    We do a fair number of account merges and I'm wondering if there is a way to do the merge and maintain the create date and created by in the activities associated with the account. If I remember correctly, the date on the merged cases don't change. Just the date and user name on the activities.
    When I do the merge, it ends up looking like I created all the activities related to that account on the day I did the merge for those that came over from the deactivated account.
    Hopefully, that makes sense! TIA for your help.

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    Nanci Zehner
    Technical Support manager
    Xanatek, Inc.
    South Bend IN
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    Conference-CRMUG_200x200


  • 2.  RE: Merging Accounts

    SILVER CONTRIBUTOR
    Posted 15 days ago
    Are you sure? I don't think the Created On/By changes but the Modified On/By does. Maybe that's the fields you're looking at?

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    Jenny Cuevas
    Sr. Applications Administrator, CRM and GP
    Liquid Environmental Solutions
    Burleson TX
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    Conference-CRMUG_200x200


  • 3.  RE: Merging Accounts

    SILVER CONTRIBUTOR
    Posted 15 days ago
    Hi Jenny. Yes! That makes more sense. It is the modified by/date. Is there any way for those activities to NOT be marked as modified when merging? It really messes up the order of things in the account.

    Thank you!

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    Nanci Zehner
    Technical Support manager
    Xanatek, Inc.
    South Bend IN
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    Conference-CRMUG_200x200


  • 4.  RE: Merging Accounts

    SILVER CONTRIBUTOR
    Posted 15 days ago
    Edited by Jenny Cuevas 15 days ago
    Not that I am aware of @Nanci Zehner​. At my company, we just changed the activities views to display Created On/By and removed the Modified On/By columns. Although that may cause an issue if you mark the activities complete (phone call, task, etc.) several days/weeks/months after you create them.

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    Jenny Cuevas
    Sr. Applications Administrator, CRM and GP
    Liquid Environmental Solutions
    Burleson TX
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    Conference-CRMUG_200x200


  • 5.  RE: Merging Accounts

    TOP CONTRIBUTOR
    Posted 15 days ago
    Yes, you can change this behaviour. The activities get updated due to the cascading behaviour on the relationships. The problem is there are a load of these relationships to update (one for each activity type and for each entity type that has activities), so I put together an XrmToolBox tool "Activity Cascade Rules" to make them easier to manage.

    There's some information on how to use the tool on its GitHub page https://github.com/Data8/ActivityCascadeRules/blob/master/README.md

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    Mark Carrington
    Chief Technologist
    Data8
    Chester
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    Conference-CRMUG_200x200


  • 6.  RE: Merging Accounts

    SILVER CONTRIBUTOR
    Posted 14 days ago
    Great tool @Mark Carrington. Unfortunately it looks like what you're suggesting is to not move closed/completed activities when two records are merged. Unless I'm thinking about this incorrectly...

    I would like the ability to merge records where the all activities get moved, but the date on those activities does not get changed. This would help me to see an accurate history on that record.

    Thanks,

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    Brian Mergen
    Dynamics 365 CE (CRM) / DBA
    Morton Buildings, Inc.
    Morton IL
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    Conference-CRMUG_200x200


  • 7.  RE: Merging Accounts

    TOP CONTRIBUTOR
    Posted 14 days ago
    Apologies, slightly different scenario - this tool will change the cascading of ownership when the parent record is reassigned and triggers the same effect.

    When two records are merged, all the related records are moved to the master record, and that move updates the modification date. There is no way around this unfortunately - the updating of the modification date is baked-in to the framework.

    I think the best solution is as @Jenny Cuevas suggested and use an alternative date field instead of the Modified On, as those fields will be left alone during these changes.

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    Mark Carrington
    Chief Technologist
    Data8
    Chester
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    Conference-CRMUG_200x200


  • 8.  RE: Merging Accounts

    Posted 14 days ago
    I would also agree with using an alternate field.
    In one of our environments we ended up implementing Last Updated and Last Update By field to key entities.
    These were populated by workflows triggered on change of pretty much anything, to limit the effect though, each user record also had an 'opt out' added so we could exclude admin and service accounts triggering this update in subsequent workflows.
    It also avoided the update to the Last Update fields causing an infinite loop where the workflow was updating the new fields. We were taking and storing the Modified By for the latter field, the process excluding the opted out service accounts made this whole thing work... That and a Stop condition checking to make sure this update hadn't already happened in the last minute - tended to run a bit often without it.

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    Jamie Parbery
    Kier Ltd
    Northants
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    Conference-CRMUG_200x200


  • 9.  RE: Merging Accounts

    GOLD CONTRIBUTOR
    Posted 14 days ago
    Hi Nanci,

    Interesting challenge, I will take this back to our Perfect & Merge development team and see if we have a solution.  We currently have a Post-Merge module designed to clean up related entities after a merge has happened.  Perhaps this is something that could be dealt with as a Pre-Merge process?

    Standby and we will review the challenge and get back to you.

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    Martin Doyle
    DQ Global
    United Kingdom
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    Conference-CRMUG_200x200


  • 10.  RE: Merging Accounts

    SILVER CONTRIBUTOR
    Posted 13 days ago
    Thanks Everyone for your feedback and suggestions. I really appreciate it! So what I ended up doing was change the sort order on the activities view that appears in the Social Pane of Accounts as that was our greatest concern. I now have that view sorting by created date in descending order. This keeps everything pretty much in order on that area and makes more sense right now. Thanks again!

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    Nanci Zehner
    Technical Support manager
    Xanatek, Inc.
    South Bend IN
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    Conference-CRMUG_200x200


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