Creating of a set Task List Automatically based on Opportunity Stage Progression

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Posted on by MikeC282

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Is there a way to automatically create a set of tasks automatically after an opportunity is progressed to the next stage. For example:

When Opportunity 1 moved from Stage 1 to stage 2, a set of tasks to qualify the opportunity to move to Stage 3 appears to the owner automatically. This would help in ensuring set processes are tasked to progress an opportunity along to close.

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Wouter Madou 3,392 on at

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You could run a workflow on the switch of Stage, do a check that it moved from 1 to 2 and create the records?

If you need a more dynamic solution with changeable task you will need to resort to building plugins.

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MikeC282 2,175 on at

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Thanks Wouter

Are you referring to modifying the Opportunity process? How would I run a workflow so that when a stage switches it creates the record?

Appreciate your input as I'm relatively new to creating workflows in Microsoft Dynamics CRM.

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TomTK on at

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For this I prefer to make sure I set proper names for all the stages of BPF.

Then trigger the workflow on the change of field "stepname" on Opportunity, this field is updated by a systemworkflow to the value of the BPF stagename if I remember correct.

You can add a check to check the value of the field in order to set correct action for the corresponding step.

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TheMarkChristie 10,328 Moderator on at

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Hi Mike

I have done this before for a customer,

1) Make sure that the business process flow stages are correct

2) Create a workflow with the condition on the change of BPF Stage,

3) Have that workflow create an activity (Task, email phonecall) based on the change

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Wouter Madou 3,392 on at

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If you read through these pages you should be good to go!

Step 1: creation

technet.microsoft.com/.../dn531067.aspx

Step 2: Building it (understand the steps)

technet.microsoft.com/.../dn531057.aspx

And for your specific need:

www.powerobjects.com/.../executing-workflow-upon-change-business-process-flow-stage-dynamics-crm

Try it out, you'll learn more about it than if we (well, me) would put all the steps here. (If somebody else would give you all the excact steps that would be up to them of course ;) )

If you can't figure it out completely in the end, I'd be happy to assist some more.

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Community Member on at

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Set of tasks is the key part of this requirement, but perhaps I am working with dated features but I thought that create a task was an action built into the stages of a process flow. Am I incorrect? Again the key here is "set of tasks". If I am correct (sorry cannot check right now) then I believe a better approach would be to create a work flow based upon the task created by the stage promote action in the flow, and then generate additional tasks based upon the staus of the first provisioned task in the set. That way you can use a process flow categories to report on the tasks generated (the set of tasks) by that stage in the process flow. The curious thing here (i think, i need to test it) is can you "deactivate" or hibernate that first, root task if you demote the stage level, e.g. have to go backward in the process flow... i would think the challenge of using workflows based on stage properties vs stage actions would be what happens when you demote a stage? How do you clean that up using triggered workflows vs stage actions?

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Wouter Madou 3,392 on at

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You can go cross-entity within a process flow, yes. And task is one of the enabled entities. However, since MikeC282 needed multiple tasks I find that if you switch from opp. to task within the flow, you will loose the overview of all tasks that you need to perform. Therefore I would go with a workflow. The demote/promote fallback needs to be taken into account, indeed. You should always incorporate such situations if you are using workflows. A hidden flagfield 'task created' should be enough to do so.

In the future however I believe the currently preview enabled task flow might be enough:

blogs.msdn.microsoft.com/.../creating-and-customizing-task-flows

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