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We’d like to be able to see all our customers we haven’t met with recently. I can create a View that filters all Appointments in the last X Months or all Appointments older than 6 months, but the view needs to filter out those companies that have had an appointment recently.
To put it another way, I might have visited Coca Cola in January 2019 and then again in October 2019. If I create a View to show me companies that have appointments older than 6 months, Coca Cola will show up, as I met them in January 2019, but I don’t want them to show up because I met them in October 2019, so they have been visited recently.
How can I create a view that only shows me companies who have not been visited recently?
Hi, You could create a rollup field for appointments to get the max date, which would give you the date of the last Appointment and then filter your query with that.
I did that, and it works well. Unfortunately, people are tracking appointments to 2 entities: Accounts and Memberships. I created a Rollup Field on both entities, but I'd ideally I'd like these to cross-populate, eg, if the Last Activity Date on the Membership changes, then this will update the 'Last Activity Date' on the Account. But, it appears that you can't use Rollup Fields in Workflows :(
Anyway, we're halfway there. I guess we'll just have to reinforce to users that they can only track Activities to 1 entity.
Thank you for your advice. It did help a lot.
No problem Brian. You can use related entities though, this article may help. Alternatively you could do it with Flow. https://www.inogic.com/blog/2016/08/roll-up-field-enhancement-for-related-activities-in-dynamics-crm-2016/
It doesn't seem that you can filter this to include only Appointments. And with Flow, it doesn't let me specify when to run the Flow, ie, When Field X is updated; it only has 'When a Record is updated' (not a specific Field on the Record)
Am I missing something?
How about adding another filter activity type = appointment. And regarding Flow you can’t trigger on field update with the Dynamics 365 connector (which by the way has been deprecated) but you can with the CDS connector.
Hope that helps.
Forgot to mention, activities is an entity but all the activities are an entity in their own right. Appointment is an entity.
Strangely, using the CDS, while I can choose the Field in the "When a record is updated" Step, the Rollup Field is not an option in the "Update a Record' step. I guess Rollup fields are hard-coded and can only be read, not written to? (shrug)
In the Rollup field, the 'Include Indirectly Related Activities' only lets you choose Activities and not Appointments. The only place I can choose Appointments in in the first Related Entity drop-down (which I've done).
I appreciate that I've taken up a lot of your time. I really appreciate all your help. Unfortunately, it appears this can't be done, but it would be a great feature in a future update! :)
No worries. You definitely can’t write to a roll up but you should be able to create you’re own as such in Flow and write to a date, text or numeric field?
Cheers. Something to consider. Again, I really appreciate your help and advice. Thank you :)
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