Set reminder for contacts

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Hi Forum,

usually I find answers to answers to all my questions through google searches. But this time I can't. Hence, my very first question to the community ;-)

We categorize every contact in four categories depending on how important these contacts are currently for us. Depending on the category I would like the system to send a reminder if a predefined time period has passed since the last activity with a contact (e.g. Mr. example is a category A contact. Category A contacts are supposed to be contacted at least every 4 weeks. The system shall send an email, when 29 days (4 weeks plus one day) have been passed without an activity (meeting, phone call, or email) to remind the owner of the contact.)

I tried creating workflows but I can not find the rule to filter all contacts with no activities in a given time period. Please help!

Best regards

F. Holzmann

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Royal King 27,686 on at

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RE: Set reminder for contacts

Add a field in your contact to log the last activity date and update that field value using workflow whenever you add new activity to record. Once you have this field value populated , you can use this field value to filter and send over remainder messages based on the category with wait workflow.

I would suggest adding one single custom workflow to handle this remainder email for all contacts rather running multiple workflow and setting it to wait .As it may eat up resource and slow the performance of the system over period of the time.

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Community Member on at

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RE: Set reminder for contacts

I would add a workflow to update the contact with a date for last activity.

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PS 23,577 on at

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RE: Set reminder for contacts

Hi Holzman,

Create a workflow like below:

Instead of phone call you can add email/appointment

Instead of Timeout until one month add 'timeout one month after last contacted date' (you need to create a new field)

Associate child workflow

Last Contacted date will be populated by entering update contact step : last contacted date=phone call created on

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Mithilesh Kumar 10,047 on at

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RE: Set reminder for contacts

Hi Holzmann,

Dynamics CRM is designed to provide information for Activities performed for any Contact in a given time and not vice versa. You can get those query (FetchXML) from Advanced Find.

Solution / Workaround

1. Create a Date Time field to capture the last Activity Date.

2. Use Bulk Delete System Job as Trigger to schedule Workflow

How to Schedule Workflow

Workflows does have Wait Condition which helps to schedule a workflow, but that degrades system performance. The Workflow resides on Waiting status until the condition is not met and resource to run the workflow.

Workaround to schedule workflow without Wait Condition

1. Create an Entity called say Workflow Scheduler

2. Have the category field with the values as in Contact Form

3. Create a Workflow which will run On Delete of the Workflow Scheduler Record. This workflow will check the Last Activity Date and send out email. This workflow will also clone the record.

4. Create Workflow Scheduler record with different values in Category field

5. Create Bulk Delete system job to run on the Time specified to send out email. This Bulk Delete will delete record of Workflow Scheduler entity.

This process will then carry on, until the Bulk Delete is not stopped.

Hope that helps

Thanks

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Michael Kortas 120 on at

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RE: Set reminder for contacts

Hi Holzmann,

I recommend to use the solution provided by Mithilesh Kumar because it doesn't make use of "Wait" or "Timeout". The downside of using wait and timeout is, that you have active instances of that workflow for each contact, where the workflow is "waiting on", which can have a negative impact on the system performance.

Kind Regards

Michael

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Community Member on at

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RE: Set reminder for contacts

Thank you very much!

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