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Connect custom tables

We are a event organiser and use Dynamics Sales.

Within our Events, you can start an ‘invoice workflow’ as a task. The task is then assigned to the event. In an overview, all colleagues from accounting or from the project can now see the status of the invoice within the event or across Dynamics.

Now I would like to display all ‘invoice workflow tasks’ in the ‘tour’ table. But only from events that are assigned to this tour. How can I do this?

some more information ...

The data structure is as follows in right order - from large to small in the data:
- "Artist"- table

- "Tour / Program"- Table

- "Event" - Table

So in conclusion, specific events are collected in different Programms. Specific Programs are listed under specific artists.

For example: Artist "Best Musician" is playing the "Sommer Open Airs 2024". Within the sommer-Open Airs, there will be a concert in Berlin, Germany on the 19.03.2024.

Currently, the Invoice Workflow is only connected at event level. Now I want to display all invoices under the tour that are related to events on this tour. Ideally, I would also like to create overarching ‘invoice workflows’ for the entire tour under ‘Tour’.

Any ideas?

1. Link Invoice Workflows to Events:
- You already have invoice workflows connected at the event level.

2. Link Events to Tours:
- Ensure that each event is associated with a tour. This might involve creating a relationship between your "Event" and "Tour/Program" tables.

3. Create a Custom View or Report:
- Use Dynamics 365's reporting capabilities to create a custom view or report that consolidates invoice workflows from events into the tour table.

Here's a more detailed approach:

Step 1: Create Relationships

1. Link Event to Tour/Program Table:
- In Dynamics 365, go to the "Event" table and add a lookup field that links to the "Tour/Program" table. This will help you associate each event with its respective tour.

2. Link Invoice Workflow to Event:
- Ensure that the "Invoice Workflow" tasks are linked to the "Event" table. This might already be in place based on your description.

Step 2: Create a Custom View

1. Create a New View:
- In Dynamics 365, navigate to the "Tour/Program" table and create a new custom view. This view will be designed to show all invoice workflows related to the events within a tour.

2. Use Advanced Find:
- Utilize the "Advanced Find" feature in Dynamics 365 to create a query that retrieves invoice workflows linked to events within a specific tour. You can filter the results based on the tour ID or other relevant criteria.

Step 3: Create a Custom Report (Optional)

1. Use Report Wizard:
- You can use the Dynamics 365 Report Wizard to create a custom report that aggregates invoice workflows for each tour. This report can be designed to display invoice tasks grouped by tour and event.

2. Custom Reporting Tools:
- If you need more advanced reporting capabilities, consider using Power BI. Power BI can connect to Dynamics 365 and provide detailed, interactive reports that include invoice workflows at the tour level.

Step 4: Create Overarching Invoice Workflows for the Tour

1. Add Workflows at the Tour Level:
- In the "Tour/Program" table, create a new field or section to capture overarching invoice workflows. This allows you to track invoices that span multiple events within a tour.

2. Automate Workflow Creation:
- Consider using Dynamics 365 workflows or Power Automate to automate the creation of these overarching invoice workflows. You can set up triggers that create tour-level workflows based on specific criteria or events.

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