Rules Based Record Creation

Did you know that you can create or update multiple records at one time, using automated rules? Today’s blog will tell you more about this handy feature and how to make it work for you!

This feature allows users to use multiple activity types (Appointment, Email, Phone call, Task, Service and Custom activities) to create or update records automatically. Rules can create multiple CRM records from one activity type and increase the efficiency of automatic record creation. Automatic record creation or update, eliminates the need of manually writing any code. Nice, right?!

While creating a rule, you need to define the conditions to create or update records into the system. You can also define post record creation or update actions. To enable the rule to update records, you must add an update step to the rule. You can collect additional information for the activity record by defining some channel properties while creating a rule. This requires a use of JSON parameter attribute from activity.

Once all rule creation/configuration is done, you will need to activate the rule which creates an out of the box workflow. The rule is able to read the incoming source activity data and to create or update records into the CRM system for Dynamics 365.

Similarly to all other CRM components or Web resources, rules can be added to the CRM solution and can be exported and imported to other Dynamics 365 organizations.

Steps to create and activate a rule:

Note: You need to have the customer service, sales manager, marketing manager or equivalent permissions to create and activate rules.

  • Login to CRM and navigate to the Settings tab.
  • Select either the Service Management or Business Management option.
  • Click Automatic Record Creation and Update Rules.

Rules Based Record Creation

  • To create a record creation and update rule, click New.

Rules Based Record Creation

  • Type or modify information in the fields.

Ex: Name, Source Type, Queue etc.

Rules Based Record Creation

  • Click Save.
  • Under “Channel Properties,” in the Additional Properties box, click a channel property group.

Rules Based Record Creation

  • Under the “Specify Record Creation and Update Details” section, click + to define the conditions for creating or updating a record and specify the properties of the record.

Rules Based Record Creation

In the “Conditions” section, select the record, channel properties, fields, and relational query operators to specify when a target record should be created or updated.

  • Click Save and Close
  • Activate a newly created rule to put it into effect

Rules Based Record Creation

CRM Tip!
After the rule is activated, the only way to change the rule is to first deactivate it. Open the rule, and on the command bar, click the Deactivate option and viola – you are good to go! 

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Happy CRM’ing!