Using Notes to update contact status to active

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Posted on by annillusion

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Hi, I am new to Dynamics and have a question about Workflows and processes.

We have a process that checks the activity date on Notes and then updates Regarding(Contact). It is set to do this upon the creation of a record only.

What I need...anytime someone adds or edits a note on a noncurrent customer I need it to flip the status to current. We have a six month time set for a customer to become noncurrent and right now, when someone makes a call etc. they have to manually change the customer's status even if they create a note. We'd like to take out that step and have it be automatic whenever they type a note, if possible.

So, the question is...is it as simple as editing this process to make it occur when fields change, or am I missing some language in the process, or do I need to create a whole new workflow to make this happen?

I sure would appreciate your help!

Thanks,

Mia

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annillusion 355 on at

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RE: Using Notes to update contact status to active

Thank you to everyone for your help. I finally solved our problem, however it wasn't with the logic or the workflow itself.

There were several other workflows set up during our initial configuration by another employee who had been 'deactivated' to free a seat for someone else. Apparently, when he was deactivated, his workflows ceased to function. As a result, there were other fields that were not being populated -such as 'last date of activity' that were interfering with my process.

Once I changed his ownership of the workflows over to me, everything began running properly -- like 'butter'.

I really appreciate everyone's kind efforts. Without them, I might not have noticed the anomalies that led me to success.

Regards,

Mia

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MJFPalmer 115 on at

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RE: Using Notes to update contact status to active

Hi Mia,

I just copied the process and it worked 100% for me. Can you please find an instance of the process in the System Jobs screen (CRM > Settings > System Jobs), open it up and check where in the workflow the process is stopping. Mine looks as follows and shows that the process ran through correctly.

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annillusion 355 on at

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RE: Using Notes to update contact status to active

Still hard to see...try this

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annillusion 355 on at

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RE: Using Notes to update contact status to active

Sure. Sorry, I guess it really was impossible to read.

I broke the new screenshot into two pieces since the forum wants to keep image file sizes low. Hope this helps.

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MJFPalmer 115 on at

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RE: Using Notes to update contact status to active

Hi Mia,

I can't really make out the first screenshot. Can you please repost it?

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annillusion 355 on at

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RE: Using Notes to update contact status to active

I've checked everything and made some changes. It's still not working so I'm posting screenshots again.
I hope someone can see something I don't.

I am completely stymied now. I can't see anything wrong with the logic. :(

Is it possible there is something in my system configuration that is keeping the customer status from being changed?

Thanks in advance,

Mia

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MJFPalmer 115 on at

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RE: Using Notes to update contact status to active

Hi Mia,

Ok, I see a few issues here:

Screenshot 1:

Did you intend for the scope of the workflow to be user? With scope set to user, the workflow will only run for the creator of the workflow, not for all users. To run it for all users, set the scope to organisation.

The condition "If Note:Created On on or after [Regarding (Contract): Modified On] is pointing to Contract, not Contact. Either way, I don't really see a need for this part of the condition. All it would really do is prevent the logic running if the Note was created before the last edit to Contact - which doesn't make sense to me. I'd remove the clause completely

Screenshot 2:

The only field that can actually be updated on a Note is the Description field. Created On and Note can certainly never be updated. I would change the selection of attributes to only Description.

Screenshot 3:

You seem to be setting the value of the field to itself, with a default value of True if the current value is null. What type of field is Current Contact? You shouldn't need to select a value from the form assistant on the right hand side of the screen, you should just be able to enter the value you want (True) into the control (so you are effectively hard-coding the value that the workflow will set the field to).

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annillusion 355 on at

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RE: Using Notes to update contact status to active

Thanks for looking. Here they are...

Regards,

Mia

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MJFPalmer 115 on at

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RE: Using Notes to update contact status to active

Hi Mia,

Can you please post a screenshot of your workflow logic?

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annillusion 355 on at

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RE: Using Notes to update contact status to active

Hmmm...it's still not working. I tried eliminating the step checking Last Date of Activity because most of our contacts don't contain any activities & that field is always blank, but still no go.

All I need is for any 'noncurrent' contact to be flipped to 'current' whenever a new note is created.

Am I making this more complicated than necessary?

Thanks,

Mia

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