Possible to re-assign a record using a workflow based on a custom field?

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In QuoteWerks, I have a field called "Prepared by" which I am passing to a created field called "QuoteWerks Prepared By" in my Account entity in Dynamics. Is it possible to create a workflow that will assign the record to whoever is listed in that "QuoteWerks Prepared By" field in my Account entity? Currently it is has the data type "single line of text" but that can be changed.

I know I can click "Assign record" in workflow but this seems to only allow me to re-assign the record to auto-generated fields that contain user records.

If this is not possible, is it possible to pass a GUID to the owner field to reassign it to another user?

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David Jennaway 14,065 on at

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RE: Possible to re-assign a record using a workflow based on a custom field?

You would need to create a new N:1 relationship from the Account entity to the User entity. This will create a new field of data type 'Lookup' (which will store the Guid of a user), and you will then be able to assign the record to the user in this field

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Kokulan 18,054 on at

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RE: Possible to re-assign a record using a workflow based on a custom field?

Hi

Do you want to assign the Account record to the user in the "QuoteWerks Prepared By" field? If so I would recommend you change this field type from Single Line of Text to a User Lookup. And then the next step is to create a workflow that can trigger OnCreate of Account / On Change of the QuoteWerks Prepared By field and assigns the Account record to that user.

If your requirement is to assign child records like Quote of an account, not the account itself, you can create a workflow on Quote Create or other events and assign the record to QuoteWerks Prepared By the user of the parent account.

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Community Member on at

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RE: Possible to re-assign a record using a workflow based on a custom field?

I misspoke when I said it is an Account record. It is actually an Opportunity record. Yes, I do want to assign the record to the user in the "QuoteWerks Prepared By" field.

I tried changing the "QuoteWerks Prepared By" field from a text field to a user lookup field, and it now shows up in the dropdown. The problem is that I’m auto-creating the CRM Opportunity records when I save a quote in QuoteWerks. When I save the quote, it takes the “Prepared By” field in QuoteWerks and saves it to the “QuoteWerks Prepared By” field in the CRM Opportunity record. If I make the “QuoteWerks Prepared By” field in CRM a lookup, it seems that I can no longer pass that field from QuoteWerks to CRM. Is there a way around this? Am I going about this the wrong way?

The ultimate goal is to have whoever is selected in the “Prepared By” field in QuoteWerks be the Owner of the CRM Opportunity record.

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RE: Possible to re-assign a record using a workflow based on a custom field?

When I make the "QuoteWerks Prepared by" a Lookup field, I can't seem to pass the "Prepared By" field in QuoteWerks to the "QuoteWerks Prepared By" field in CRM. Is there a way around this? Thanks!

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Kokulan 18,054 on at

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RE: Possible to re-assign a record using a workflow based on a custom field?

Hi

There two ways you could get the Lookup Field value set. Just before you create the opportunity record from QuoteWerks , you can query CRM and get the user id and when you create the opportunity you could set the QuoteWerks Prepared By field value. I do not know how the integration is done from QuoteWerks to CRM, if it's your code that creates the Opportunity in CRM, you can definitely query and get the user id from CRM before you created the Opportunity. And when you do create the opportunity record, you can set the lookup value.

If this is not an option, you can let the current set up as is, let the QuoteWerks to set the QuoteWerks Prepared By as text field value.

You could create a Custom Workflow Activity(CWA) that takes the name and returns a lookup value

In the workflow that triggers on Create of the opportunity, you can call this workflow to get the User Lookup value. Results from this CWA can be used in the Assign step to assign the record to Prepared by the user.

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