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Microsoft Dynamics CRM (Archived)

How to Add Notation to Records Being Deactivated in Bulk

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I am new to Dynamics CRM. I am using the Advanced Find Export/Import (to Excel) feature to Deactivate Contacts and Edit several form fields for 1,600 contact records. I would like to have a notation of why this action was performed (it is part of a cleanup project) noted in each contact record that is being deactivated/changed. Is there a way to automatically add a Note, or Task, to the contact records being updated? I would probably need to create a Workflow, but cannot find detailed instructions covering this whole scenario (especially detailed Workflow "Add Step" instructions). Would someone be so kind as to point me in the right direction (tutorial) or provide instructions? Thank you.

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Michel van den Brink 4,697 on at

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Hello,

For your scenario you'd want to trigger the workflow on the status change of a Contact.

Create a workflow on the Contact entity

Enable the 'Record status changes' trigger checkbox on the right side of the window.
Uncheck any other trigger to avoid it triggering on events you don't want.

Click 'Add Step' to add an step (action) to your workflow.

Choose 'Check Condition', because we want to check first if the record is being enabled or disabled.
This is to avoid this workflow from doing anything when contacts are being re-enabled.

Click where it says '<condition> (click to configure)' in blue

Edit the condition and specify that [Contact] [Status] [Equals] [Inactive] and click 'Save and Close' to close this popup

Click on the line just underneath the check condition where it says 'Select this row and click Add Step' to make it blue

Now click 'Add Step' again and this time select 'Create Record' because we want to create a record

For the record type select 'Note' or 'Task', which ever you feel is most appropriate.
(Don't worry about the red circle X icons, they will go away soon)

Click on 'Set Properties' to specify the field values for this newly created Note or Task

Enter any values you like to create your note.
You'll notice there's one field already pre-filled with a yellow placeholder for 'Contact(Contact)', leave that one as is, it links this note to your Contact

Click 'Save and Close' as soon as you're done

All the red circle with X icons should be gone now

Make sure to set your Workflow's scope to 'Organization' so it triggers for everyone, otherwise it'll just trigger for you.

Once you're happy, click 'Activate' to activate your workflow. From now on it will automatically trigger, as configured

If you want to make any changes, you'll have to deactivate it first.

For further reading I recommend these articles:

https://crmbook.powerobjects.com/system-administration/processes/workflows/

https://docs.microsoft.com/en-us/dynamics365/customer-engagement/customize/workflow-processes

https://docs.microsoft.com/en-us/dynamics365/customer-engagement/customize/configure-workflow-steps

Hope this helps you get started. If you have any other questions, please let me know!

If you found my answer helpful, please help the community by marking it as verified :-)

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Community Member on at

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Thank you! Inside of the Task (or Notes) Properties, how do I ensure that the name of the user who changed the status of the record is memorialized?

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Michel van den Brink 4,697 on at

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The user who deactivated the Contact will be record in the 'Modified By' field, which always contains a reference to the user that last modified a record.

In the workflow designer:

When you click on 'Set Properties' to set the fields (in step 10-11) click in the field where you want the name to be added.

On the right under the Form Assistant, specify 'Look for: Contact', in the field below it select 'Modified By'

Click 'Add', then click 'OK'

You'll see another yellow placeholder appear, this is where the username will appear when the Task or note is created

If you have any other questions, please let me know!

If you found my answer helpful, please help the community by marking it as verified :-)

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