Roll up Activities from Cases, Work Orders to custom entity

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Posted on by Emilia06

I have a custom entity with a one to many relationships to Cases, Work Orders and I want to see latest activities from Cases and/or Work Orders when I open the custom entity's main form. How do I accomplish that? I have to mention I am trying to stay away from code.

I am on Customer Engagement Version 9.0.

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David Jennaway 14,065 on at

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You can do this using a subgrid, but only if the activities have a direct relationship to your custom entity. You could create an additional relationship many-to-one on the activity entities to your custom entity, and populate this by workflow, though there are a couple of complications.

1. You cannot customise the activitypointer entity. Instead you can only customise each specific entity type (e.g. emal, task etc), so you'd need to create the relationship and workflow for each activity type

2. You can't update fields on the activity when it is closed (the exception is the regarding field), so you may need to reopen the activities to edit them

Another option could be a workflow to create a new activity that is linked to the custom entity via the regarding field, and is a copy of the original activity

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Dynamics365 Rocker 7,755 on at

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You can not see activity of cases on custom entity.

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Kalpavruksh D365 CoE 2,545 on at

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Hi Emike,

As per our understanding, case/work order lookup present on your custom entity and you want to see all the latest activities from Cases and/or Work Orders.

Solution:

Create a quick view form on case/work order entity.

Add a activity grid and select a particular view.

Open the custom entity form and add quick view form.

Select the case/work order lookup field.

Select the quick view created for case/work order.

If found useful, please mark this answer as verified.

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Emilia06 72 on at

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@Kalpravuksh D365 CoE

The relationship between custom entity and Case/Work Order is One To Many, thus the look up fields are in Case and Work Order entities....

@David Jennaway

"Another option could be a workflow to create a new activity that is linked to the custom entity via the regarding field, and is a copy of the original activity" - if I make those copy-activities read only, users get to see the latest activities, but make updates within the case or work order record. I would also have to update status of activities, so on creation and on change. In a way I like this option also because I only want them to record activities within cases or work orders, but I do realize I am doubling each activity..... until maybe the feature I need will become available. Thank you, I will test this solution.

If anyone has another alternative please let me know.

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Kokulan 18,054 on at

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Hi,

If you do not want to go for the custom code option and would like to stick to out of the box features, you could go for the option suggested by David. However, you have to remember you do have to add a custom lookup to every single activity entity and you will also have to have different steps for each activity type in your workflow.

One other option you could consider is to see if you could link the activities related to cases or work orders to the custom entity via Connections. You should be able to set the link (Connection To and Connection From ) in workflow and also have a subgrid on your custom entity form to view all the connections - meaning activities related to cases and work orders. I have not tested this with activities but I think it should work.

Please follow the link below to know more about and to see how you can configure connections

https://community.dynamics.com/365/b/dynamics365enterprisecloudfronts/archive/2017/07/09/connection-entities-in-dynamics-365

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Emilia06 72 on at

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Hi Kokulan,

I am testing your recommended solution with the connections and I am having some difficulties...

I created the Connection Roles (From and To)

I created a workflow (first for the Email Activity) that on creation of an email, a Connection record is created with Connect To CustomEntity(Regarding(Case))

when I try to set the Connected From I would think I have to pick Activity(Regarding(Case)), but I don't have an option to pick Activity...it doesn't show up. Not even Email or other types of activities.

So I even went ahead and picked the primary entity Email and then selected Regarding - Regarding(Email), in this case it works but the connection is created between the CustomEntity and Case....not the activity. When I look at the related connections associated View it shows me Connect to as being the case Subject.

This method sounds really straight forward to me and I would like to implement it, but can you please assist me. Thank you

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