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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / How to lock the conten...
Microsoft Dynamics CRM (Archived)

How to lock the content of a lookup field even after source record changes

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Posted on by Community Member Microsoft Employee

I have a entity where all records need to "locked" as a snapshot once complete. I'm hoping just make records inactive for the snapshot. However, all the lookup fields still get updated on the inactive records when the source records are updated . For example, I have a lookup to a contact and when the contact's name get's updated on their contact record, the updated name now appears in my inactive record. Is there an out of box or standard way to handle this? 

I'd appreciate any guidance. Thanks!    

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  • Markus Dorfer Profile Picture
    Markus Dorfer on at
    RE: How to lock the content of a lookup field even after source record changes

    Some time ago we had the same issue to solve...

    DynCRM is based on relational database, lookup fields are simple links (foreign key) to other records (e.g account/contact...). So they will usually display the current "name"/primary attribute of this record.

    Our issue was about freezing the customer information in invoices (legal requirement). We solved it by adding a bunch of new attributes (name, address....) in the invoice and with a workflow/process that copied all the attribute values from the customer/account record to the invoice after a customer/account was selected in the lookup.

    So it is possible to change the customer/account record without affecting existing invoices, except the lookup none of the other attributes will change.

    The same way it is done in ERP-systems....

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: How to lock the content of a lookup field even after source record changes

    Thanks for replying so quickly, Fred. However, I'm a little confused by your answer. You say the answer to my questions is a "big Yes" but then say it's not possible. I do have some trouble believing it's not possible. Maybe not OOB, but I can't believe others haven't encountered this need and solved for it. Achieves of purchases orders, shipping receipts, legal documents, record retention policies....there are lots of use cases for this need. To be clear: are you saying that there is no way to create a "snapshot" of a record at a moment in time? That there is no way to lock the content of lookup fields without making every related record inactive?

  • Fred Adun Profile Picture
    Fred Adun 55 on at
    RE: How to lock the content of a lookup field even after source record changes

    The anwser to your question is a big YES.

    That's how CRM behaves by default. And I find it very logical. What you are trying to achieve is not possible in CRM except if you set all associated records of the parent record to be inactive. 

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