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Customer experience | Sales, Customer Insights,...
Answered

how to bulk set existing leads to a new custom business process?

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Posted on by 410

I have created a new business process, which i set to as the default business process of Leads. However the pre-existing Lead records are still linked to the old business process, which i even tried to deactivate.

is there a way to bulk set the new business process to all previous leads? 

Also, I do not see there is a way to filter the leads by which business process is associated with?

Thanks,

Guangming

  • Suggested answer
    JojoH Profile Picture
    JojoH 5 on at
    how to bulk set existing leads to a new custom business process?
    Tip: https://www.youtube.com/watch?v=MvZsse7LPVk
    Solves how to bulk create a new Business Process Flow instance using Power Automate!
  • Guangming Profile Picture
    Guangming 410 on at
    RE: how to bulk set existing leads to a new custom business process?

    thanks for pointing me to the right direction. There are some more tricks ( or basics) that may be helpful to others, in order to implement that cloud flow:

    1. for Dynamics 365, the connection is "Microsoft Dataverse"
    2. for the blank flow, i picked "Instant cloud flow"
    3. we need to use _leadid_value eq ... https://docs.microsoft.com/en-us/dynamics365/customer-engagement/web-api/leadtoopportunitysalesprocess?view=dataverse-latest
    4. leads()  https://www.cloudfronts.com/power-automate/solved-resource-not-found-for-the-segment-in-power-automate/  to specify which lead to add the new business process instance to
    5. go to Solutions in Power Automate to publish all customizations - I did this after every saved change

    Guangming

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: how to bulk set existing leads to a new custom business process?

    Hi Guangming,

    I'm glad to hear that. If you have any issue, feel free to ask.

  • Suggested answer
    Guangming Profile Picture
    Guangming 410 on at
    RE: how to bulk set existing leads to a new custom business process?

    I made some progress: I was working on the wrong CRM environment (not mine) when creating the flow in Power Automate. So now i can see the new entity for my customized business processes.

    Thanks,

  • Guangming Profile Picture
    Guangming 410 on at
    RE: how to bulk set existing leads to a new custom business process?

    thank you very much! I did the last one (creating a leads view) successfully.

    My license is sales professional. when i created that power automate cloud flow, i did not see the business process table from the table list. Also, in Dynamics 365, where to show a list of tables? I just saw a list of entities from the default solution.

    pastedimage1650466784469v1.png

    I am new to Power Automate. Any documents to create a business process flow instance?  I assume for whatever reason, it seems i should create a business process flow instances record:

    pastedimage1650466890982v2.png

    Thanks,

    Guangming

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: how to bulk set existing leads to a new custom business process?

    Hi Guangming,

    Q: Is there a way to bulk set the new business process to all previous leads? 

    A: There is no OOTB way to bulk set the new business process to all previous leads. You could create a flow to do this, please refer to this blog:

    Bulk Business Process Flow switching using Power Automate (Cloud Flows) – XRM Tricks (Power Platform & Dynamics CRM )

    Q: Also, I do not see there is a way to filter the leads by which business process is associated with?

    A: When you new create a BPF, a new entity(the same name with your BPF name) would be created which has N:1 relationship with Lead entity. 

    pastedimage1650422561733v1.png

    And there is a view to see all associated lead records:

    pastedimage1650422684626v3.png

    If you want to create view in Lead entity, please try this filter:

    pastedimage1650422726894v4.png

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