Send reminder after document is expired

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Users would liek to receive reminders when expiration date of a document attached to the notes is reached.

How can I add expiration date to the attachments in notes? is it even possible?

After the expiration date is reached the reminder email is send to the user and the customer contact.

Please advise.

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Charan Raju C R 7 Moderator on at

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RE: Send reminder after document is expired

Hi MRak,

We cannot customize Notes entity to capture Document Expiration Date.

But you can check if the below two solutions works for you.

1. Create a custom entity and add new field 'Document Expiry Date'. Add 1:N relationship between your main entity and custom entity. Whenever a new document required to add, create this custom entity record along with Document Expiry Date and document as a note attachment.

2. Follow some naming convention/keyword to capture expiry date inside the notes text. This is little risky as there are chances of typo in entering this keyword.

Example, Expiry Date: 22/12/2023. Here 'Expiry Date:' is a keyword and the text after this keyword is a date value.

Finally, create a console application which reads expiry date from custom entity (solution #1) or notes text (solution #2) and schedule this application as a Web Job using Azure Scheduler to run daily.

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Charan Raju C R 7 Moderator on at

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RE: Send reminder after document is expired

HI MRak, please select 'Yes' for Did this answer your question? under the post which helps resolving your problem to mark this thread as answered. Thanks

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Community Member on at

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RE: Send reminder after document is expired

Thank you! I created a custom entity and with relation and added social panel "note" with attachments to this.

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RE: Send reminder after document is expired

Hi Charan Raju

I have created the custom entity[attachements] with notes and with field 'expiry date' and a new process(reminder email) which works fine, but...

this custom entity is related to [account] entity which has a owner, and one user don't see the attachements of other users.

Only the owner of the account can see all atttachments and other users can see only the attachement they created.

The security roles for the new custom enitity[attachements] are all set to organization, as well as [activity] security role.

I do not know how I can solve this, please adivse.

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Charan Raju C R 7 Moderator on at

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RE: Send reminder after document is expired

Hi MRak,

If you have created attachment as an activity entity, you need to change 'Type of Behavior' from 'Parental' to 'Configurable Cascading' under Attachment to Account (N-1) relationship, and update the behavior properties (Assign, Share, Unshare and Reparent) as per your requirement.

Please go through below links to understand relationship behavior.

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/customize/create-and-edit-1n-relationships?view=op-9-1

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/entity-relationship-behavior?view=op-9-1

- Charan

Please mark as verified if the answer is useful.

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RE: Send reminder after document is expired

Hi Charan,

Thank you very much, I was sure it will work, but unfortunatelly users still can't see each others attachments in notes for this custom entity.

I even changed, saved and published all relations in this solution to 'Configurable Cascading' but still the same.

I found hotfix which is, the user needs to use "share" option for the whole account, then other users can see the attachments, but it will not work because we will have soon houndred of accoutnts imported.

Please advise, thank you.

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Charan Raju C R 7 Moderator on at

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RE: Send reminder after document is expired

When you say users cannot see attachments, is it custom attachment entity or note attachments?

If users have org level access to activity entity, must be able to see the record. Please relook at the security role permission.

Users having issue in accessing previous data or newly created (after relationship type change) custom entity records as well?

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Community Member on at

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RE: Send reminder after document is expired

When you say users cannot see attachments, is it custom attachment entity or note attachments?

-I created a custom entity with "notes" to add special attachments with due date reminder and added it to new form in account entity.

If users have org level access to activity entity, must be able to see the record. Please relook at the security role permission.

- users have organization level access to activity, account, custom entity but are in differen bussines unit.

Users having issue in accessing previous data or newly created (after relationship type change) custom entity records as well?

-previous data and new data created after relationship type and security setings changed. I create new record on those users each time I change any settings.

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Charan Raju C R 7 Moderator on at

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RE: Send reminder after document is expired

As long as the user has organization level read access to the entity, user should be able to access the records irrespective of the business unit they belongs to. You may need to troubleshoot by tweaking the user's role permission.

BTW, can user access the records from advanced find?

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Community Member on at

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RE: Send reminder after document is expired

Yes, the users can access the records created in the custom entity.

In the custom entity user can see the fields "name" "due date" but they dont see the attachement file other users added in the "note".

The only time when they see other users attachement file is when they are the owner, or if they use the share option on the account entity which is connected to the custom entity.

Unfortunately changing the "type of behavior" to Configurable Cascading does not help.

User with security role admin can see all attachements ofc.

The security roles on those users are all set to organization on custom entity, account, activity.

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