Business Rule/Workflow for View/Chart on Quote BPF stages?

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Posted on by RGH

Hi,

I have created a new Quote Business Process Flow with some extra stages. Now I need a Quote Chart where I can see in which Stage how many and which Quotes are in.

I thought to create a Business Rule or Workflow for this. I also created a Quote BPF field containing the same steps as in the Business Process Flow. I was thinking to create a Rule that if the Quote BPF is in stage "A" that field value Quote BPF is also "A" etc. so I can filter on this in the View/Chart. But, I can't get to work. I get stuck creating the right Workflow I guess.

What am I missing. Any advice?

Thank you for your input.

Best, RGH

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Bipin D365 28,983 Moderator on at

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Hi,

You will have to create your workflow to run for BPF Entity. Whenever you create new BPF for an entity, system creates new custom entity with same name as BPF.

Please see below article for more info -

vishalgrade.com/.../

Please mark my answer verified if this is helpful!

Regards,

Bipin Kumar

Follow my Blog: xrmdynamicscrm.wordpress.com/

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RGH 60 on at

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Dear Bipin,

Thank you very much for your answer. Was very helpful, but I'm stuck on the following. I hope you can help me out.

I have create a field in the Quote table "Quote Pipeline" which contains the Quote BPF stages. The workflow should work as such that if the Quote BPF is in a certain Stage that then automatically the "Quote Pipeline" field displays the same value. I thought I had it covered by the workflow below, but it turns out that when a Quote is created it is not in the first BPF stage (remains empty). When I go manually from one BPF stage to another the Quote Pipeline field is updated, but strange enough always displaying the next BPF stage. Also, when I refresh the Quote page the Quote Pipeline field always displays a different value, which is not in line with the BPF stage.

Any idea what I oversaw creating this workflow?

Thank you very much for your answer. Best, RGH

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Bipin D365 28,983 Moderator on at

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Hi,

First - You should convert your workflow to run realtime instead of background.

Second - you should add Update step inside If condition where it says 'Select This row and click add step'.

Third - You should use If ELSE IF ELSE IF condition instead of IF IF IF condition.

Please mark my answer verified if this is helpful!

Regards,

Bipin Kumar

Follow my Blog: xrmdynamicscrm.wordpress.com/

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RGH 60 on at

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Dear Bipin,

Thank you very much for your reply. This was very helpful. I was able to get the right field values filled aligned with the BPF stage, but after refreshing the Quote the field value keeps changing.

Could it be that I have set up wrongly the Process Changes View?

Also, I was not quite sure how to follow your Third point in your mail above? Now I have if and then, but not sure how to get the else?

Thank you for your help. Best, RGH

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Bipin D365 28,983 Moderator on at

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Hi,

You can ignore my third recommendation. It was optional.

Now coming to your question - I think your workflow looks good to me and not sure why value is changing on refresh.

Please enable auditing on your custom field and check the audit history to understand what is happening. Also please make sure you have not written any Javascript/any workflow/plugin to set this field value.

Please mark my answer verified if this is helpful!

Regards,

Bipin Kumar

Follow my Blog: xrmdynamicscrm.wordpress.com/

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RGH 60 on at

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Hi Bipin,

Thank you for your input and excuse me for the late answer.

I will give it some more tries and let you know asap. Thank you.

Best,

RGH

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RGH 60 on at

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Hi Bipin,

Excuse me for the late answer. Your help was very useful, thank you.

I was able create this Workflow. The only problem was that after a Quote is activated the Quote becomes Read-Only and can't be updated anymore and so BPDF stage changes after that can't be stored anymore in the Quote table. If I understand the MS documentation correctly there should be a way to do this anyway. Do you read this documentation as such as well and if yes, any idea how to do this?

docs.microsoft.com/.../dynamics-365-sales-gdpr

And then this last sentence from the MS documentation:

"Non-admin users can't edit an active quote. However, an admin user can edit and save an active quote, although it is read-only for non-admin users.

If configured, Plugins, Business processes and workflows will run on fields getting updated or becoming editable."

Looking forward to hear from you. Thank you. Best, RGH

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Bipin D365 28,983 Moderator on at

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Hi,

Have you tried running your workflow under the context of owner who is having system admin role?

Workflow owner - change this to a User who has system admin role

Then run your workflow under the context of workflow owner.

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RGH 60 on at

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Hi Bipin,

Thank you for your answer. Yes I did, still getting the Read Only Business Process Error.

I created a Business Rule to unlock the fields of the active Quote. BTW, I can't see the owner of this Business Rule and I'm not sure if the owner who created this Business Rule would have an influence?

The Workflow has admin owner now and was created to make sure the stage of the BPF reflects the same value of the Quote Pipeline Stage field, which is used in a Chart.

Any suggestions?

Looking forward to hear from you. Thank you.

Best, RGH

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RGH 60 on at

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Hi Bipin,

Thank you for your input and excuse me for the late answer.

I changed the Workflow to Execute as: "The owner of the workflow". And now it works!

Except that for some users changing the value of the unlocked fields does generate a Read Only Error after refreshing the page. Users with System Administration rights don't have this issue. Other 'common' Sales users do have this issue. So it seems that the Business Rule for unlocking these fields do not work for certain users based on their Security Role. Also, the Quote Pipeline Stage field that I created to have updated by the BPF stage is working just fine for all users. I did set that Workflow to be executed as the owner of that Workflow, that is with System Admin rights, but the other fields which are covered by that Business Rule and not included in the Workflow are not savable by Users who are not system Administrator. Seems Security Role related to me.

Any suggestions? Thank you for your iinput.

Best,

RGH

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