Making an on-demand workflow to change a particular field on all selected Account records (or all Account records)

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Posted on by ishraqiyun77

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Idealy this would run on all account records, but at a minimum need it to run on selected ones.

I have a field that I use as a flag for testing when syncing to QuickBooks. Basically it is a checkbox called qbtest. That way I can delineate what records I want to test on and ignore everything else.

Anyway, I want to make a workflow that changes this field to false on all records: again just all records would be preferable, but at a minimum just selected ones. Want to run it on all records because the next thing I have to work on it would be more efficient to do it that way.

Anyway, this is what I've done and it doesn't appear to work as qbtest = true still shows up in the API

33726625.Capture.PNG

And then for the Properties:

1854.Capture1.PNG

I activate it, then try to run it on records that I know I have qbtest = true. After running it, it doesn't do anything.

What am I doing wrong here?

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Kokulan 18,048 on at

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RE: Making an on-demand workflow to change a particular field on all selected Account records (or all Account records)

Hi

On top of what has already been suggested by Guido, make sure you set to false as shown below

And to run the workflow an all the records, first build the query on advance find to select all the records, you can only update active ones, so may be just build the query to only get active accounts and then download the FETCH and use it in the following XrmToolBox plugin to execute the workflow on all of them.

Select the workflow, and then select the Custom FETCH XML option, set the batch size, and validate and then if all look good, click on Start Workflows. This will execute the workflow on in batches based on the batch size you defined - default is 200 and you can set to max 1K.
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Guido Preite 54,081 Super User 2024 Season 1 on at

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RE: Making an on-demand workflow to change a particular field on all selected Account records (or all Account records)

how are you setting the value inside the QB Test field?

if you just need to set a checkbox (boolean field) select the field and in the right panel in the bottom you will see a "Default value:" with the two options (like "Yes" and "No") select the one you want and press OK, the field in the left panel will contain (highlighted in yellow) just that value (and not as in your screenshot a reference to something else)

also your workflow is asynchronous (meaning the update will happen after the workflow is launched) but for such small update it will take very few time, otherwise you can make it synchronous (by clicking the button on the top Convert to a real-time workflow)

if after you want to launch your on-demand workflow to all records, there are some plugins inside XrmToolBox that allow you to do that.