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Workflow to set older record inactive when a new record for the same account is created

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Posted on by jliang55

Hi Community,

I come across this requirement and wonder how a workflow can make this happen, or if workflow is not the right approach, is there any idea recommended?

There is a custom "Application" entity with Id, Account, Created by, Created on, and Status columns. The requirement is that, for each Account, we want to keep only the latest record active.

For instance, Account ABC and XYZ each has one active record on August 1st 2020.

Application id	Account	Created by	Created on	Status
1	ABC	Jimmy	August 1st 2020	Active
2	XYZ	Jimmy	August 1st 2020	Active

On September 1st, 2020, Matthew creates a new record for Account ABC. So when this new record arrives, it will set Jimmy's ABC application record inactive.

Application id	Account	Created by	Created on	Status
1	ABC	Jimmy	August 1st 2020	Inactive
2	XYZ	Jimmy	August 1st 2020	Active
3	ABC	Matthew	September 1st 2020	Active

Hope I explained myself well. Thank you in advance.

Jimmy

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LuHao 40,872 on at

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RE: Workflow to set older record inactive when a new record for the same account is created

Hi partner,

We will use Power automate to do it.

Go to https://make.powerapps.com/, click Flows, new a automated flow.

Set the flow as follow.

Filter Query of "List records" is _new_account_value eq @{triggerOutputs()?['body/_new_account_value']} and statecode eq 0 and new_applicationid ne @{triggerOutputs()?['body/new_applicationid']}

Test successfully.
scr1pt 130 on at

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RE: Workflow to set older record inactive when a new record for the same account is created

Hi,

You cannot do this via workflow.

You have to develop a plugin, or use Power Automate to do it.

Smth like When new Application is created, find all active applications with the same account. If found, deactivate them.