Workflows aren’t just for process automation. They’re a great tool that you can use to update multiple records at one time. Especially records that one cannot update with the Edit button, you know, up there in that ribbon.
This past week, I was running CRM Lead reports around certain events. With the out-of-the-box CRM fields I can always find the leads I want and sort them by a single certain event, but it takes more work for me to group multiple events. Then I realized that sometime between the oldest set of leads and now, we created a new Event entity. Because we linked it to Leads, this entity made it easier for me to group different sets of leads together for my reporting. Unfortunately that Event entity field, although present and visible on the Lead form in the older records, did not contain the data all my other leads had. These older leads were also all different statuses—Open, Qualified, and Disqualified—so I couldn’t use the Edit button because it only updates Open status records.
No problem with the use of a quick Workflow. I went to Processes in CRM Settings and opened a new Process. I gave it a catchy name like “Update Event in Lead record,” set the Entity to “Lead,” and Category to “Workflow.” Once I’m in the Workflow set-up, I changed it to an “As On Demand” process only since it’s just for my personal use. Then, I only need to add one step for the whole workflow. Using the Update Record step, I set the Lead properties to the designated Event that I want in the Event field. Don’t forget to “Activate” the workflow.
Then, I headed back to my Advanced Find in CRM where I have gathered all the Lead records from that older event, and I’m able to run my workflow against all of them with one or two clicks of the Run Workflow button up there on that same ribbon as the Edit button.
It actually took me longer to write this blog than to update those 400 plus records for my reporting.
Curious about why Rockton is becoming a part of the Microsoft Dynamics CRM Channel? Check out
Written By Adrienne Lilly, Client Services Manager at Rockton Software www.rocktonsoftware.com