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Create Record in the External System in Real time, how to handle down time?

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Posted on by Community Member Microsoft Employee

Hello Gurus,

We have a requirement that everytime there is suspect (lead) imported or created or recievd in the CRM system that same record should be created in an external system too. So Prod CRM system recieved couple of suspectbut the records were not created in the external system because it was down for sometime.

How to handle such situations in future that no suspect is lost or not created in external system? How can we have them notified and recreated in external system if they are not copied over to external system.

What would be the best approach?

Thanks.

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Create Record in the External System in Real time, how to handle down time?

    So, what i ended up doing is, added a boolean field in the Suspect entity - "Suspect Copied Successfully?", Created WF on Suspect record creation, made it on-demand as well, Added step - a Custom WF which consumes external site WCF service, inserts data in the external system, sets  boolean field to true, in case of 404 or any other error sets the  boolean field to false. Created a Dashboard for System Admin who is monitoring this task. The query used in the dashboard was "Suspect created in last N days" and “Suspect Copied Successfully?” equals false. That way we do not have to create a system to identify the failed records, open each record and run on-demand WF.

    To make it sophisticated, means Run On-Demand Workflows on bulk failed records, Sys admin can use Bulk Workflow Execution from XrmToolBox - community.dynamics.com/.../run-on-demand-workflows-on-bulk-records-using-xrmtoolbox-bulk-workflow-execution

    If record creation fails, repeat the process.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Create Record in the External System in Real time, how to handle down time?

    Thanks for your response, but your approach may or may not cover all the requirements.

    To answer your question -

    how are you sending the records to the other CRM system? - The Other system is not CRM system, That system has WCF service exposed so we are just consuming the service to insert data in that systems DB.

    If you are sending it via a plugin in CRM you need to create a "added to other system" field to your suspect entity and add a step (after the record has been successfully copied) that sets that field.

    You then need to create a system to identify the records that haven't been updated, re-trigger the plugin and send them to the external system.

  • Ben Thompson Profile Picture
    Ben Thompson 6,350 on at
    RE: Create Record in the External System in Real time, how to handle down time?

    how are you sending the records to the other CRM system?

    If you are sending it via a plugin in CRM you need to create a "added to other system" field to your suspect entity and add a step (after the record has been successfully copied) that sets that field.

    You then need to create a system to identify the records that haven't been updated, re-trigger the plugin and send them to the external system.

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