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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Set up 30 day alert to...
Microsoft Dynamics CRM (Archived)

Set up 30 day alert to warn user of contract expiry date

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Posted on by Community Member Microsoft Employee

Hi,

I need to set up an email alert to warn users that a contract record in the Sales module is close to its expiry date.

There will be a Contract entity created in the Sales module with fields for start date, expiry date. 

I am new at this, and thought using a workflow would be best for this but I am not sure. 

This is what I have so far:

2. To alert user of contract expiry date in 30 days
 

I think I need a "Due date-type event" – These events trigger an alert when a date arrives.

  1. In the Create alert rule form, follow these steps to create the rule:
    • Under Send email alerts for contract status changes, in the Field list, select Expiry date.
    • Under Send email alerts for contract status changes, in the Event list, select is due in, and then select 30 days
    • Under Alert me for, select Only records that match the selected filter, and then click Select to open the Inquiry dialog box. In the Inquiry dialog box, specify Contract expiry date??
    • Under Alert me until, select No end date. Alerts continue to be triggered indefinitely. The rule never becomes inactive.
    • Under Alert me with, accept or modify the title of the alert. Optionally, you can write a message that is sent when the alert is triggered.
  2. Click OK to activate the rule

Am I on the right track or is there a better way to set this up?

Kind regards,

Jeanne-Mari

*This post is locked for comments

  • Suggested answer
    Tom_Gioielli Profile Picture
    Tom_Gioielli 557 on at
    RE: Set up 30 day alert to warn user of contract expiry date

    I use a free solution called Alexander Development Process Runner to meet this functionality in my system. It allows you to schedule a workflow to run on a fetchXML query on regular intervals. Essentially you would create a fetchXML for contracts expiring in the next month (you can create this in an advanced find and download the fetchXML from there) and then create a workflow that sends an email notification out. Should only take a few minutes to import and set up. If you go this route and have other questions let me know.

    The solution is free and he has solutions for several versions of Dynamics CRM.

  • Suggested answer
    Mahadeo Matre Profile Picture
    Mahadeo Matre 17,021 on at
    RE: Set up 30 day alert to warn user of contract expiry date

    hi,

    There is another one more option.

    In CRM Goals are calculated everyday around mid-night, You can use Goal entity record as trigger point.

    Create workflow with custom workflow activity, which will check contract expiring in 30 days and will send emails to them.

    gonzaloruizcrm.blogspot.com/.../quite-often-we-have-business-process.html

    Also you can use scheduled delete records used to schedule  workflow trigger.

    Here is more deatils

    www.crmsoftwareblog.com/.../using-the-bulk-deletion-process-to-schedule-recurring-workflows

  • Allie_B Profile Picture
    Allie_B 70 User Group Leader on at
    RE: Set up 30 day alert to warn user of contract expiry date

    You could create a view that's shown on a dashboard that's "Contracts near Expiration Date".

    You also could create a field that's hidden on the entity form, set up a Process/Workflow that upon Create of the entity record it would populate the hidden field with the date that is 30 days prior to the Expiration Date.

    Base your email alert off the hidden field. 

  • Suggested answer
    RaviKashyap Profile Picture
    RaviKashyap 55,410 on at
    RE: Set up 30 day alert to warn user of contract expiry date

    Hi,

    Your concept/ approach is correct. The only problem//concern is that how would you trigger these? There is nothing in CRM which does the scheduling trigger. And this concern is discussed multiple times. The option within CRM is to have a waiting workflow on each record which will wait till the date is reached and then execute your logic. This is good if you are only dealing with handful of record. If you have huge dataset then this means you will have that many active workflow seccions which will impact your CRM performance.

    There are some other third party utilities which you can use.

    You can refer this thread which has similar requirement along with the various suggestions:

    community.dynamics.com/.../845908

    Hope this helps.

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