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Workflow failing to update Yes/No field

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Posted on by BLin

Hi all,

I have a requirement to create a view of all clients that need to be scheduled in the upcoming month but have it filter out clients that have already been scheduled. Here's what I've put together, but I'm 100% open to other ideas to accomplish this.

When an appointment is tracked from Outlook, it starts a workflow that sets an "Appointment Scheduled?" field to YES. This works just fine, and it filters the client out of the view. It then starts a child process that waits until the appointment status = completed or cancelled and it should then set the "Appointment Scheduled?" field to back to NO, so that the client will show back up on the view. This last step is not working. It shows that the job was successful, but the field simply does not change back to NO.

I am working on a separate requirement where I am trying to do the same thing - change a Yes/No field based on a change in another field, and it's also not working. Any idea what is preventing these fields from updating as expected?

Thanks so much!

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Leah Ju Microsoft Employee on at

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Hi BLin,

Maybe you can refer to my workflow steps:

Test result:

Or you can try to use power automate to create one automated flow to achieve it:

Note:

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BLin 10 on at

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Hi Leah,

Thanks for your response! What you outlined inspired me to try building the workflow two different ways, but neither worked, unfortunately. My Yes/No column is on the Account table, rather than the Appointment table, so I'm not sure if that is causing the trouble?

That said, I am finding that once the yes/no field is set to something, a workflow will not change it. If the field does not have a value set, and I track an appointment, it will set it to yes. If I manually set it to no, and then track an appointment, it will not change to yes a second time. I think I might need to tackle this requirement a different way.

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Leah Ju Microsoft Employee on at

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Hi Blin,

The "Appointment Scheduled' is one custom field on Account table?

Could you share screenshots of all steps of the workflow?

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BLin 10 on at

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Yes, the field I am trying to update is a custom field on the account table. When we schedule a meeting with a client, we track it from outlook to dynamics and this starts a workflow that creates meeting prep/follow up tasks for our account managers. I added a step to this workflow to change the custom field to YES. This was successful.

In my first attempt, I also added a step in the workflow to start a child workflow, which is supposed to wait until the appointment record status changes to completed or cancelled, and then change the custom field to NO. This workflow started correctly, waited, and then successfully completed once I marked the appointment complete, but the custom field didn't change. It was still YES.

After your initial response, I scrapped the child workflow, and instead set up this workflow. NOTE: the product that we use renamed the Account table to Relationship.

This workflow successfully runs when I complete the appointment, but again, the field does not change back to NO. From what I can tell, I can only get the custom field to change via a workflow if there isn't any data in the field. Once it's been marked as YES or NO, I can't get it to update. For example: the field doesn't contain data > I track an appointment > it gets set to YES > I manually set it to NO > track another appointment > it doesn't change to YES, even though this is the same workflow that set it to YES the first time. So, I suspect that it's an issue with the field, not my workflows. I've got to put this task on hold while I work on another higher priority project, but when I circle back on this, I plan to try re-creating the field using a custom dropdown (rather than the Yes/No drop down) or maybe a toggle and see if I have more success with a different field type.

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