Tracking Last Meeting Date using Rollup Fields

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Posted on by invintern

I have created my rollup date/time field called Last Meeting Date and it does not appear to be pulling in Appointments immediately.

I have used the following source to build my rollup rule. https://www.gestisoft.com/blog/how-to-track-the-last-activity-date-in-microsoft-dynamics-365

I currently have 1 test meeting dated 6/14/22 for the fields shown above. I would expect that meeting to be the Last Meeting Date using the logic of Max of all Actual Ends, considering there is no other Appointment.

Bonus points for whoever has a lead on Next Meeting Date.

Thanks.

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Ram Prakash Duraisamy 2,287 on at

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Hi,

You can achieve this using Microsoft flow based on the date modified.

Please mark as Answer if it is helpful and provide Kudos

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invintern 80 on at

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Can you please be more specific?

I am familiar with Power Automate and my Flows - though presumably I would take that question to PA Community.

Can you please give me some more insight on how yours works? Maybe I could see your Flow steps, or maybe I am misunderstanding?

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kaih on at

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Hello,

According to your settings, I reproduced your scenario:

This is because Rollup is a system job which can run up to once an hour to populate the field automatically.

You can click the calculator icon to show the Recalculate button. After you click the Recalculate button manually, you can see the Actual End of Last Meeting Date immediately.

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invintern 80 on at

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Hello,

Thank you for the reply.

I agree that these settings appear to work for other users on the internet. I must be missing something.

As you can see here, there IS an Appointment attached to this Account via Set Regarding.

However, my recalculate does not seem to find it. I can press the button, but that date does not appear.

Thoughts? Thank you.

-Ryan

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kaih on at

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Hello,

You can check following settings:

1. Depending on the environment, there may be two Activities (Regarding) entities in the Related drop-down list that refer to different entities in Timeline, ensure you select the right related entity. Also, you can set the Related to Appointment (Regarding) directly.

2. Then I know you want to show the Actual End time in Last Meeting Data field. Select “Mark Complete”, the Actual End field will show the actual end time of the appointment.

3. Now you can try to Recalculate again, the Actual End time will be shown in the Last Meeting Date.

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invintern 80 on at

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Wei,

Great information, thank you. Now that you've shown me the answer, I realize I was asking the wrong question.

I was missing the 'mark as complete' section in the Appointment.

Is it possible for this field to display the Scheduled End time? I think we can get the Appointments into D365 from Outlook, but I do not think we will get our team to look into D365 to mark off any older Appointments.

Is it possible for Dynamics to pull in the last Scheduled End date/time for any Appointment regarding the Account?

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kaih on at

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Hello,

If you want this field to display the Scheduled End time.

You can edit the rollup field like this:

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invintern 80 on at

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Wei,

You have solved my problem. Thank you.

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