Workflows Owner vs Record Auditing

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Posted on by yleclerc

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I am the owner of most workflows in our CRM. Most of them fire on specific actions or field changes, etc.

When a user changes a field that triggers a workflow, I come up as the user that updated the record in the Audit History.

I would like to see the user who actually fired the workflow to show un the Audit History.

Is this possible?

We are using CRM 365 (8.2) on-premise.

Most workflows are running in background, and scope is set to "Organization".

Thanks..

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a33ik 84,331 Most Valuable Professional on at

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Hello,

This is possible. To do that you will have to do following:

1. Add Lookup to user to entity you want to track changes of and turn audit for this field on. It will store reference to use who initiated workflow.

2. Use custom workflow step "Get Initiating User" from this toolkit - github.com/.../Dynamics-365-Workflow-Tools

3. Inside your workflow populate lookup created on the step 1 with the result you retrieve from step 2.

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Aric Levin - MVP 30,190 Moderator on at

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Under what context is the workflow running? Although you are the owner of the Workflow, the workflow can run in the user's context or the owner's context.

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a33ik 84,331 Most Valuable Professional on at

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Aric, I can be wrong but you have that choice only for Real-Time workflows. Yvan mentioned that most of workflows are "Background" so there is no that option. Correct me if I'm wrong.

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yleclerc 1,549 on at

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Yes, most of them are Background. I would not mind switching them to Real-Time, but they don't work well when fired from our Customer Portal.

Our workflows fire on field or status change or even on-demand.

But if a workflow is triggered by a user, and that workflow updates other fields, I always show as the user who updated those other fields in the audit history. But I would like the user (not me) who caused the workflow to fire to show in the audit history...

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Caye Solutions 30 on at

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Yvan, did you figure this out? I am looking for a similar solution.

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yleclerc 1,549 on at

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Not really. We have so many workflows that affect many entities at that we have to dig in the audit a lot. Some workflows then fire child workflows so it's difficult to keep track of who initiated the original one.

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Kokulan 18,054 on at

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I know it's a lot of work but what if you have a lookup field on the entity, let's call it Update as or something along the line. In the workflow, set the value for this field to be the owner or whoever you want. And create a plugin on Pre-Validation stage and set the Modified By to the value from this new field. Since CRM won't change the value after validation, it should work.

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