How can you change which entities appear in the "related" drop down list when creating a workflow?

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Posted on by thecharwest

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I'm trying to create a workflow which creates a new record in a custom entity when I close an opportunity as won. I've customised the Opportunity Close quick create form to include a field "Contract Start Date" which I would like to populate in the custom entity when it's created. However, when I go to set the properties of the workflow, the Opportunity Close entity does not appear as an option in the drop-down list under "Related Entities".

How can I form a relationship between my two entities so that I can pull information from one to the other in the workflow?

Thanks in advance!

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meelamri 13,216 User Group Leader on at

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Hi Charlotte,

Unfortunately, Worflows is not the solution for this scenario. In fact, opportunityclose record is child record for opportunity. So you need to implement a plugin or a Custom Workflow.

You can use also Ms Flow, let me know if you need more guidance to implement the Flow.

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thecharwest 221 on at

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Hi Mehdi,

Thanks, I understand now. Unfortunately I don't know how to implement a plugin or write a Custom Workflow. I also tried using MS Flow but couldn't find the right trigger (i.e. when an opportunity is closed as won). If you have any articles I could read that might help that would be fab.

Thanks,

Charlotte

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meelamri 13,216 User Group Leader on at

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Hi,

Please refer to the images below, i replay your scenario:

I choose when opportunity is Won (status value is equal to 1) you can play around for either scenarios

In the last image, i got all the related opportunitycloses related to the opportunity:

My Filter: _regardingobjectid_value eq '@{triggerOutputs()?['body/opportunityid']}'

Here you have all the related opportunityclose

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thecharwest 221 on at

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Thanks for this Mehdi. I've created the flow exactly as you have but I don't really understand what it's done. Sorry, I'm absolutely no expert on the CRM, I'm self-taught. What happens now when an opportunity is closed as won?

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meelamri 13,216 User Group Leader on at

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Hi,

I will replay the entire scenario ASAP.

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meelamri 13,216 User Group Leader on at

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Hi,

First, you need to understand the concept of opportunityclose. Here we go.

For example, I have an open opportunity (Never closed before/ Not Reopened). In this case: if I fetch the related opportunityclose. I will have 0 records.

This is the query to get to related opportunityclose:

You can find the opportunity id in the URL:

https://yourorganization.crm.dynamics.com/main.aspx?appid=a852c385-f718-ea11-a822-000d3a31a0ef&pagetype=entityrecord&etn=opportunity&id=3ef0c6b8-ea50-ea11-a812-000d3a338108

So for now, I have zero related record.

When I close the opportunity, one related record is generated:

The important part is the status wish is set to "Completed".

Now, I reopen the opportunity, I execute again my query:

The Status is now set to "Canceled"

I Close again the opportunity, one more record is generated:

So the generated opportunityclose have the Status "Completed"

So, now we move to the flow's logic:

The trigger: When opportunity's status is updated.

Check if the status is equal to "Won".

If Yes, the flow will retrieve the related closeopportunity with status "Completed". With the concept explained above, the flow should retrieve only one record.

This is the query using fetchXml:

To get the filter for the flow, i use this amazing tool "fetchXml Builer" availble on XrmToolBox:

So I Copy/Past the parameters in Flow:

Then, you will get all the related opportunityclose (Only one in this case).

I hope it's clear, If you need more guidance contact me on LinkedIn.

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