Workflow doesn't work on the the bulk update records

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Posted on by DATAGREE

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Hi Expert,

I need import bulk contacts records into CRM with Wizard and update only one column - Eligible (two options) - from No to Yes. Once update to Yes, I want to trigger an workflow to add a message to Note.

The workflow is like below (Thanks the help from Nya)

It works only when I create a new record in CRM, but not works on the bulk imported records, even the Eligible is updated from No to Yes, not trigger the workflow for adding the Note.

Appreciate all the response. Looking forward to hearing from you.

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DATAGREE 102 on at

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RE: Workflow doesn't work on the the bulk update records

Thank you so much. It's very helpful!
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PabloCRP 1,086 on at

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RE: Workflow doesn't work on the the bulk update records

First we need our custom field (you already have it)

Then I need to Create a new workflow on contact entity

We need a Check Condition

Then create the condition (Note: IsElegible is the name of my field)

Then add a step for create a related record (Note)

select Create, in the dropdown menu Note and set the properties you need, in my case i just set the title to “This note was created by a custom WorkFlow”

Finally you can add one more step Stop Workflow Success (optional)

My WF looks like this

Save and activate

Now I’ll download a contact template and i’ll import my Excel in “Data import” in my D365 tenant

My Excel

So once I added I should have Homer, Bart and Lisa as contacts and Just Bart should have the note called “This note was created by a custom WorkFlow” as related record.

Bart has a note

Neither Homer nor Lisa have a note

So the Work Flow it’s really working on the create of the record contact and it is validating if the IsElegible is set to True. Or whatever conditions makes sense for me to create a note.

But wait what if I’d like in the future edit any contact record by myself, plugin, a service or whichever way and also I want to automatically trigger my WF and create a Note related?

So go back to our WF – deactivate first to be able to edit it

Select “Record field change” and we’ll selece IsElegible Field

Press Ok the save it and activate

Now I’m going to place IsElegible field on Contac Form (It can be change by other ways)

So if i change it to YES and save, my WF should trigger and My note should be seen

Hope it helps

Regards.
DATAGREE 102 on at

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RE: Workflow doesn't work on the the bulk update records

Looking forward to hearing from you.
DATAGREE 102 on at

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RE: Workflow doesn't work on the the bulk update records

I have tried check the box Record is created, still not work. I am not clear what is meaning of "if the field "isEligible" is set to true". Can you please explain more detail? Thanks.
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PabloCRP 1,086 on at

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RE: Workflow doesn't work on the the bulk update records

Then you should have your workflow in the create step, and validate if the field "isEligible" is set to true then create the record notes. so mark the check the box "record is created".

regards.

please consider marking as an answer if it was helpful
DATAGREE 102 on at

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RE: Workflow doesn't work on the the bulk update records

Hi Pablo.

Thank you for your replying.

Eligible default value is No. I import data from excel table into CRM. In the table, Eligible column value set to Yes. When the data import into CRM, the field Eligible successfully update to Yes. I use this update to trigger a workflow to add a Note to the record.

The workflow above only works the new create record, not work any update record. That is the problem.

Thanks.
PabloCRP 1,086 on at

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RE: Workflow doesn't work on the the bulk update records

Hi, So your workflow should trigger on updating your field "Eligible" set to true? Or at creating a new record through data import.

if is on data import do you set the value to true, I mean do you have a field that maps that option?

have you tried to check the box "Record is created?"