Scheduling bulk operations / workflows

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Posted on by JP909

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Is there an easy way to schedule a bulk operation - ideally to start a workflow for each lead that matches a given criteria?

Here's a couple of use cases:

We have a list of leads with a potential purchase date, once we get to within 3 months of that date I'd like the lead state to change.

Similarly, we record a last contact date for leads. When it's been 3 months since the last contact I want to send and email and update this field.

At the moment I've got two custom views and someone in the office loads up these views and starts workflows for the leads. Is there any way to automate this?

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ScottDurow 21 on at

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You can use N52's scheduler that is free with the community edition of formula manager - www.north52.com/.../scheduler

Alternatively you can use the technique that Gus describes here - blogs.msdn.com/.../scheduling-recurring-workflows-in-microsoft-dynamics-crm-2011-online-and-on-premise.aspx

This technique uses the bulk delete scheduler to kick off workflows - it's very neat - but you would need to use it in conjunction with a custom workflow activity.

Hope this helps,

Scott

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Hosk on at

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You could run the workflow on all of your leads and put in a wait condition, which waits until the lead purchase date is within 3 months (or whatever the criteria is)

this blog posts shows you how to use the wait condition

www.magnetismsolutions.co.nz/.../workflow-wait-conditions-best-practices-dynamics-crm-2011

social.technet.microsoft.com/.../11291.microsoft-dynamics-crm-2011-workflows-wait-and-timeout.aspx

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ScottDurow 21 on at

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Hi,

Ben does make a good point. You should consider using a wait/timeout condition rather than a bulk scheduling solution. If you do, remember to split out your wait workflow from the workflow that does the work after the wait. This is so that if that work needs to change, you can update the workflow without having to restart all the waiting workflows.

Using a wait doesn't keep the workflow in memory - it simply updates a date on the workflow record to resume on a particular date - so the overhead is probably less than a bulk scheduling solution.

Hope this helps,

Scott

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JP909 605 on at

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How would this work should the lead's potential purchase date change? Is it possible to update, or cancel & reschedule the workflow?

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ScottDurow 21 on at

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Hi, The workflow engine is clever in that it subscribes to changes in the date automatically. It will then adjust the wait if it changes.

Hope this helps,

Scott

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JP909 605 on at

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<falls off chair in shock>

That's very surprising Scott and really good to know. Thanks

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