Can we cascade activity records based on status?

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Posted on by CRM Learner 88

Basically we have a scenario that when we assign accounts to new owners we want only open activities that are owned by the original account owner to change ownership to the new owner we assign to.

In the cascading rules I see I can set it to transfer the user owned records but I don't know how to make it do it by status. I don't think this is possible, correct? It will either assign the user owned records of any status (open or completed) or not assign them.

Any help as always is appreciated.

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ashlega 34,477 on at

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Hi,

cascading rules are "all or nothing" type of rules - you can't define additional filters there.

If that does not work for you, you'll need some sort of custom cascading (a plugin possibly, or a workflow.. although, it can be time-consuming, so you may actually have to implement is as an external process then)

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Aiden Kaskela 19,696 on at

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Hi,

You can't configure this but can write a plugin pretty quickly. It would be a plugin on the account entity, the message is Assign. When the plugin fires, query for the related activities of the status you want and assign them to the account owner.

Hope this helps! I'd appreciate if you'd mark this as Answering your question.

Thanks,

Aiden

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Aiden Kaskela 19,696 on at

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Hi,

I was stewing on this last night and thought of a no-code way to do this (well, you're not writing any custom code at least). You'll need to install Workflow Elements at https://KaskelaSolutions.com or the AppSource. It's free.

You'll need several workflows: a main workflow that runs on assign of account, and one workflow per type of activity you want to cascade (fax, email, etc). Set your cascading rules to none.

In the activity workflow, just update the current activity record's owner to the related Account's owner.

The main account workflow should run after the owner changes. You'll have one step per type of activity you want to cascade. The custom step you call is 'Query – Run Workflow on Results'. With this activity, you can pass in a query and a workflow and it'll run the workflow on those records. For the input parameters, set your workflow for type Appointment and pass in a query for related active appointments. The second step will be the workflow for Phone Call and query for related active phone calls, etc.

Here's the documentation on calling the custom activity, and how to limit your results to just the related records: kaskelasolutions.com/activity-run-workflow-on-query-results One caveat of this, I don't know if there's a limit to the number of workflows spawned so you may hit issues if you have a ton of related records to update. My guess is that there ought not be too many open activities though.

Hope this helps! I'd appreciate if you'd mark this as Answering your question.

Thanks,

Aiden

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