Can you update multiple records in a sub-grid using a workflow?

(0) Share

Report

Posted on by thecharwest

217

I have a sub-grid of KPIs (custom entity) on my Opportunity entity. When an Opportunity is closed as won, it creates a Contract using a workflow. The Contract also has a sub-grid of KPIs, and I'd like to be able to map the KPIs from the Opportunity to the Contract automatically as part of the workflow.

In other words, is there a way to do a sort of mass-update of the Contract/KPI lookup field? So that when an Opportunity is closed as won, all the KPIs have their Contract lookup changed to the one that has just been created.

Is there any way to do this using workflows, or would it require some sort of custom coding? I'm not a coder, so really hoping there's a solution I just haven't considered within workflows!

All responses (4)

Answers (1)

Verified answer

LuHao 40,878 on at

Like (1)

Report

RE: Can you update multiple records in a sub-grid using a workflow?

Hi Charlotte,

I would recommend you create an Opportunity lookup field on the Contract entity first, then in the workflow, add the condition that the Opportunity lookup field of Contract contains data.

The advantage of this is that we can set the trigger of the flow to that the Contract is created and its Opportunity lookup field is not null, so that 1) When the flow is triggered to run, we can guarantee that the Contract has been created, 2) we can Use Opportunity lookup field of Contract to quickly find its corresponding Opportunity without going through list records.

If there is no such lookup field, then flow can only be triggered when Opportunity is updated and the StateCode is 1. Then since flow has the same trigger as workflow, it is possible that flow will run before workflow, or if workflow fails to run, then flow will be invalid.

So in order to achieve perfect results, I would recommend you create an Opportunity lookup field on the Contract entity first.

Then in the workflow, for the Create record step, use the closed Opportunity to populate the lookup field.

Finally set the flow as follow.
Timussch on at

Like (0)

Report

RE: Can you update multiple records in a sub-grid using a workflow?

Hi Charlotte,

Does this one help : www.inogic.com/.../
thecharwest 217 on at

Like (0)

Report

RE: Can you update multiple records in a sub-grid using a workflow?

Hello Hao - thanks for your reply.

We do indeed use Power Automate - if you did have some details that'd be amazing!

Diolch,

Charlotte
LuHao 40,878 on at

Like (1)

Report

RE: Can you update multiple records in a sub-grid using a workflow?

Hi Charlotte,

We can achieve it through Power Automate.

The logic is when Opportunity is closed as win, list reocrds for KPIs records related to this Opportunity, and then update their Contract lookup field to the Contract record corresponding to this closed Opportunity.

Please let me know if you accept Power Automate (flow), and if so, I will provide you with detailed steps screenshots.