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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Notes as a related ent...
Microsoft Dynamics CRM (Archived)

Notes as a related entity when creating workflow from Opportunity entity

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Posted on by Marsha Reece 700

Hello,

I'm creating a workflow/process on the opportunity entity that starts when certain fields are changed.  For instance, when an opportunity equals stage 3, I would like crm to check to see if the notes title contains "attachment".  The problem I'm running into is that when specifying my conditions, "notes" is not listed as a related entity in the drop down.  I'm starting the workflow from the opportunity entity.  However, from the Notes entity, opportunity is listed as a related entity. 

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    CRMInnovation.com Profile Picture
    CRMInnovation.com on at

    Marsha,

    That is the expected result. The issue would be is that there could be many notes attached to the Opportunity and workflow doesn't know how to search through all the related Notes to see if the word attachment is present.

    Going the other way it is saying, I have this Note which is attached to a specific Opportunity, does it contain such and such. There is only one Opportunity to inspect.

    My suggestion to you is to create a workflow rule that fires when the Note is created and if the Note contains the Attachment word then update a bit field on the Opportunity record that would indicate that there is a Note Attachment. Then have the workflow check the status of that field when you do your stage 3 condition check.

  • Marsha Reece Profile Picture
    Marsha Reece 700 on at

    Hi Jerry,

    Thank you for your response.  I created an option set (yes/no) on the opportunity entity and left no as the default answer. I also made the field invisible from my end users.  I created workflow that checks for the word "attachment" in the note's title.  It works on the opportunity!  The problem that i ran into, is that if I create a note anywhere else, i.e. account, contact, etc. the workflow also fires and remains in a waiting stage because there is no record to update.  Any ideas on how to bypass this last portion?  

  • Marsha Reece Profile Picture
    Marsha Reece 700 on at

    I added two conditions... If title contains File Attachment and Regarding(Opportunity): Est. Close Date contains data, then update the opportunity.  The workflow still fires when any note is created, but it doesn't remain in a waiting state!

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