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Microsoft Dynamics CRM (Archived)

How to looks for Contacts or Accounts which were not contacted in xyz months?

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Posted on by 230

Hi there,

 

Just wondering if anyone could advise how we can use Advanced Find to look for Contacts or Accounts which were last emailed at a specific period (eg. Last contacted Jan 2014).

 

We use Outlook to send and track emails (not Set regarding).

 

I’ve tried to look for Contacts by Last Modified date but the results are not what we are looking for.

 

Any suggestion is highly appreciated.

 

Thanks

 

Tracy

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I have the same question (0)
  • Mithilesh Kumar Profile Picture
    10,047 on at

    Hi Tracy,

    This may help you from Advanced Find

    Thanks

    Please mark my post as verified if you found it helpful

  • TracyNumbers Profile Picture
    230 on at

    Hi Mithilesh,

    I searched using exact the same description and got no results. I kept changing the Date Sent and finally got 2 results which I know is incorrect (as I sent an email to one of the Contact yesterday).

    I have tried to change the Date Sent to Created On (hoping that means the date email was created) but it seems not correct.

    Do you have any other suggestion for me?

    Thanks a million

    Tracy

  • Mithilesh Kumar Profile Picture
    10,047 on at

    Hi Tracy,

    Would you mind to check the Email Status.

    Thanks

  • TracyNumbers Profile Picture
    230 on at

    Hi Mithilesh,

    Did you mean the email Status Reason? It is 'Sent'.

    Below is my Advanced Find window. It got no results (which is not true because I send emails everyday).

    Thanks a million

    Tracy

  • Verified answer
    Aileen Gusni Profile Picture
    44,524 on at

    Tracy,

    You cannot get contact that were NOT contacted using adv find, that is the limitation, you can only get contacts that you have contacted.

    You can get the positive list of contacts (in positive way not using NOT IN) you last contacted on when but only if you have stored the last email date on the contact.

    Let's say you have 1 contact, Adrian Jansen

    You send email 3 times, 1 Jan 2015, 2 January 2015, and today.

    You use that adv find to find contacts were contacted on today, fine, you can get it using the adv find.

    You can change the date, you can see Adrian name.

    But once you set that date to 2 January 2015, (you expect to not see Adrian, because last email you sent to him was today), you will also still see Adrian name because you set the date to 2 January 2015 and yes you contacted him, but, it is incorrect in your term, because you just by today sent email to him.

    So the adv find with that query is good for you to help you to find out the list of the contacts you were sending email to whom on that specific date, but NOT for the LAST date, because if you sent that email after that specific date, that contact also appear, as I explained before, and CRM adv find cannot get the NOT IN criteria as well.

    The most possible way to do, maybe it is too over data now, too late, you need to have a field in the contact, last contacted by or last emailed by.

    Then everytime an email created and sent to him you update the field to the last sent email. You can use workflow or plugin oncreate email or any status you want

    With that field you can find out contacts last sent email is which date. You can play around with this date field later, you can find out who you have contacted on last period only, not using NOT IN clause, but you can list contacts were contacted last month for example.

    Hope this helps!

  • TracyNumbers Profile Picture
    230 on at

    Aileen, this makes perfect sense. Thank you.

    I have another question. If I choose the filter Date Sent (as in Mithilesh's screenshot), I have no results (despite that I send email everyday). I can only use Created On or Modified On. Do you have any idea why that is?

    Created On or Modified On are the records of the Activities - Email, not the Contact or Account profiles, aren't they?

    Thanks heaps

    Tracy

  • Suggested answer
    Aileen Gusni Profile Picture
    44,524 on at

    Tracy,

    Can you help to check whether the date sent column whether got data or not? Display it in the display colimn And give the screenshot of the result here.

    Anyway, actually I usually believe in the actual end date. Created on can be useful but it doesn't mean an actual date. So does modified on (you change anything through ui or sdk you can see its date updated)

    See this reference here:

    www.powerobjects.com/.../find-date-of-email-activity-tracked-in-crm

    Hope this helps.

    Thanks.

  • Mithilesh Kumar Profile Picture
    10,047 on at

    Hi Tracy,

    You are right, Created On and Modified On are from the Activities (email in this case) and not from Contact or Account.

    I will suggest you to check for the Date Sent value from the Email View. And then use the Advanced Find as shown above to get the email with that specified Date Sent. You should get the email record when you search in this way.

    Hope that helps

    Thanks

  • TracyNumbers Profile Picture
    230 on at

    Hi Mithilesh,

    I realize that we only have Date Sent records of 8 emails (1 in Jan 2014, 2 in Feb 2014, 2 in Jul 2014, 1 in Aug 2014, 1 in Sep 2014 and 1 and Jan 2015).

    Is that a bug?

    Cheers

    Tracy

  • Aileen Gusni Profile Picture
    44,524 on at

    Tracy,

    How did you send the email from CRM?

    Outlook for CRM or email router directly.

    I suggest you to check the status first and direction (outgoing) and I'd recommend you to use actual end.thanks

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