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Process question

  • 1.  Process question

    TOP CONTRIBUTOR
    Posted 11 days ago
    Good Morning!  I have a question about something I am trying to accomplish with roll-up fields and business rules.

    Situation:  We sync our client and contact data to CRM via KingswaySoft but our data has a lot of duplicate contact records (under the same client) so we import the data as a "sub" contact to the contact record (and have a process to de-dupe the data).Once the data is in CRM, if we deactivate a contact in our ERP system, we want the contact in CRM to be deactivated, however the sync from Kingsway just deactivates the "sub" contact.

    Idea:  Create a roll-up field on the contact record to count the number of active sub-contact records associated with every contact record. If the value is 0, deactivate that contact record via workflow.

    Issue: I have created the roll-up field and it ran last night and updated on all contact records. Yay!!  I had also created a business rule to populate the value of that roll-up field into a normal numeric field so i can run a workflow against that field and deactivate the contacts automatically.  The business rule didn't update.  Boo. I designed it to check the condition of the roll-up field and if it contains data, update the numeric field with that same value.  Even though it didn't update over night, when I open the records, the numeric field automatically updates with the value in the roll-up field.  Any idea how to get these to update at the time that roll-up field updates?  From there, I think I can just write a workflow to deactivate the records when the value in the numeric field is set to 0.

    Any assistance on this would be greatly appreciated!

    Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
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  • 2.  RE: Process question

    Posted 10 days ago

    Good Morning Laura,

    I didn't try your solution so I don't know where exactly it doesn't works. Maybe because your business rule is only launched client side when you open the record.

    Yet, your solution seems to be a bit complicated. Did you try to launch a workflow on deactivation of a "sub" contact entity. The workflow will detect if the parent contact must be deactivated or not.



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    Laurent Maneville
    NMédia
    Drummondville QC
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  • 3.  RE: Process question

    TOP CONTRIBUTOR
    Posted 10 days ago
    Hi @Laurent Maneville, thank you for your reply!
    I wish i could use that approach, but I may have forgotten an important detail. We can have multiple sub-contacts for a contact.  So, if we have duplicate contacts in our ERP system, we group them together under one contact in CRM, so we dont display the duplicates in CRM. Does that make sense? In that case, we only want to deactivate the contact if all sub-contacts have been deactivated, thus the need for a count on the contact record.  Thanks you for your input and sorry I forgot that important piece of information!  Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
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  • 4.  RE: Process question

    Posted 10 days ago

    Hi Laura,

     That's what i understood in your post. But I thought that you could check the number of "Sub" contact directly in the workflow. But maybe this is not possible without custom code.

    Another solution would be to make KingswaySoft manage the duplicates so you don't have to use any "Sub" Contact. 

    If we go back to your solution, did you changed the scope of your business rule to "Entity"?



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    Laurent Maneville
    N Media
    Drummondville QC
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  • 5.  RE: Process question

    TOP CONTRIBUTOR
    Posted 10 days ago
    Hi Laurent,
    I did change it to entity- here is what I have in the business rule.Overnight, the value in the rollup field all calculated abut the numeric field i created is still blank.  It seems that the calculation of the rollup field did not trigger the business rule?  Thanks!


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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



  • 6.  RE: Process question

    Posted 10 days ago

    Good if you already had the scope set to "Entity"
    I never tried to do this type of procedure so this was my only quick thought about where your issue may be.

    According to this link, https://www.loganconsulting.com/blog/use-business-rules-to-update-values-from-rollup-fields/#.Wa5T7OuGO00, your solution should work. Maybe you could read it and find if there is Something you missed.
    Hopefully, you should not be far from making it work .



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    Laurent Maneville
    N Media
    Drummondville QC
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  • 7.  RE: Process question

    TOP CONTRIBUTOR
    Posted 10 days ago
    That article is exactly what I did - so strange that it didn't work!  The roll-up field worked but the business rule didn't kick off the update to the other field... thanks for your help on this!  Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



  • 8.  RE: Process question

    TOP CONTRIBUTOR
    Posted 6 days ago
    Hi, Laura,

    I have similar situations where I created a rollup field and thought a business rule set at entity level would populate a corresponding numeric text field -- all so I could trigger a workflow based on the change in the rollup field.  Sound like your problem?

    I'm giving a presentation on this at Focus next month in Houston on how I got around the limit, but first -- why doesn't it work?  I'm a "configurator," not a developer, but I think this article will explain why it's not working:

    Understanding Process Triggers and Business Rule internals

    The short answer on how to get around this limitation is that I used MS Flow to populate the text field when the rollup field reached a certain value.  Research the recurring schedule in Flow.

    Hope that helps you get on the "resolution path."

    Cheers,
    Phyllis


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    Phyllis Eriksen
    Dynamics 365 CRM Administrator
    Audimation Services, Inc.
    Houston, TX
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