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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MJFPalmer 115 on at

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Hi Mia,

You should be able to update your existing process to trigger on create and edit of a note. Processes are designed to allow multiple "triggers".

Your process presumably triggers on "Record is created". Just add "Record fields change" and select the fields that you want to trigger the process. After this, the process will fire in either case and update the regarding contact status to current.

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annillusion 355 on at

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Actually, I tried that, but it's not working. Would someone be willing to take a look at the logic and tell me if I've done something wrong? I can send screenshots.

Thanks,

Mia

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MJFPalmer 115 on at

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Yeah, post your logic and I'll check it out.

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annillusion 355 on at

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Thank you so much!

If Note:Created On contains data AND [Regarding (Contact):Contact contains data], then:

if contact has modified date less than note date

If Regarding (Contact):Last Date of Activity on or before [Note:Created On], then:

update to current customer

Update: Regarding (Contact)

I have this under "Set Properties":

On the Update Contact Form, in the Current Contact input box:

{Current Contact {Regarding (Contact);True}

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MJFPalmer 115 on at

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Hi,

It looks to me like the check against the Note's Created On date is preventing your logic from running on an update to a Note. Try updating your logic to:

If Note:Created On contains data AND [Regarding (Contact):Contact contains data], then:

if contact has modified date less than note date

If Regarding (Contact):Last Date of Activity on or before [Note:Modified On], then:

update to current customer

Update: Regarding (Contact)

By the way, there is no need to check whether Created On (createdon) and Modified On (modifiedon) have values. These are system fields that will always have a value.

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annillusion 355 on at

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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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MJFPalmer 115 on at

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Hi Mia,

Can you please post a screenshot of your workflow logic?

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annillusion 355 on at

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Thanks for looking. Here they are...

Regards,

Mia

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MJFPalmer 115 on at

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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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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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