Email Notification when new contact is created

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Posted on by xris667

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Hi,

I created a workflow in CRM where the owner of a contact record is notified when someone else makes an edit to the record. It is all working fine except when a NEW contact is created. When a person creates a new contact, they get a notification saying that I (the system admin) made an update to their contact, but when in fact I did not touch it. I looked at the audit history of the fields I supposedly changed, and they are consistently the same 5 fields (country/region, state, zip code...). The audit also shows that both the old and new values were blank.

This says to me that somehow I am the "owner" of these few fields. Can anyone help me solve this issue? Much appreciated.

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Farhan Syed 1,156 on at

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Hi xris667,

Are there any workflows created for the contact entity? If Yes, then check at what conditions are they getting triggered.

If no, then you could add this condition in your 'on create' workflow for the contact entity... "Last Mofidied by IS NOT EQUAL TO" system admin. [Try this and test it for a record and see if the notification is sent or not]

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xris667 200 on at

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Thanks for your reply, Farhan. Yes, I created the workflow using that condition. The issue is not whether the notifications are getting or not, but triggered when they shouldn't have. I only want the notifications to go out when there are edits made to an existing contact, not when they are newly created.

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Farhan Syed 1,156 on at

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Hi xris667,

An option (logically) what now I can suggest now is that if there exists scope for customization and since a flag of new or existing is absent in default CRM)

Create a custom a flag and maintain it on creation. Its upto how you want to maintain this field.

Then check this field whether contact record is ''new" or "existing"

Trigger the email notification using the same set of specified conditions.

Try this and let me know if this helps!

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xris667 200 on at

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Thanks, Farhan. I'm not sure if you understood my original question. This is the current workflow I set up for the contact entity:

Process property: start when "record fields change"

1. Check condition: if modified by does not equal contact owner, then:

2. Send email notification to owner

This workflow is working fine and the notifications are getting triggered properly when when existing contact records are updated.

My Issue:

When a NEW contact record is created, this workflow is also triggered when I did not check the box that says start when "record is created". Further, it indicates that I (a system admin) am the one who modified the record when I did not touch it at all. AND the audit history consistently shows that I "modified" the same five Address fields. This is a glitch and I'm not sure how to fix it. I hope this explanation is clearer.

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Community Member on at

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Hi,

I tried creating workflow as mentioned above also selected all fields under "Records fields change" option, but it was working as expected and it didn’t fired on New Contact creation.

Pleas check if you have any Plug-in registered on Contact entity. If yes, then disabling them and try creating new contact.

Thanks,

Gopal Kanojiya

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xris667 200 on at

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There are no plug-ins registered on the contact entity.

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Farhan Syed 1,156 on at

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Hi Xris,

One (one of the) last resorts would be REPLICATE your workflow in a clean test environment and execute the CRM 2011 Diagnostic Tool. crmdiagtool2011.codeplex.com, ((assuming you are using CRM 2011)) as applying your conditions for a 'on field change' workflow yielded expected results.

Regards

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Neil Benson 7,369 User Group Leader on at

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Is there a workflow rule that runs when a contact is created?

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xris667 200 on at

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Hi Neil,

This is the process:

This should only trigger when someone edits an existing contact record. However, when someone creates a new contact, this process is triggered and shows that I edited the contact at the very same moment the new contact is created. Audit history (I'm Christine Madore):

And when I look into what I updated exactly, the audit always shows the same thing for the same fields:

I don't understand why this is happening. Please help. Much appreciated!!

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Verified answer

Neil Benson 7,369 User Group Leader on at

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What other workflows are associated with the contact entity?

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