Update closed/inactive records

(0) Share

Report

Posted on by Benoit Delvaux

870

Dear,

We would need to update a specific field on closed Opportunities.
This field would be a custom lookup that references a custom entity.

So we would need to populate this field with the GUID of the corresponding custom entity record.

I know the trick of using the Excel Import/Export but this works only with the records on the page (so batches of 250 recs max). In this case I'm talking about thousands of records. Also this would alter the opportunity modification date which is something we would like to avoid.

Is there another way to proceed? As it is a custome field referencing a custom entity, could we make the update at SQL level? What would be the potential threats of doing so?

I know this is not recommended but this would be a oneshot.

Thanks for your feedback,

Best regarsd,

*This post is locked for comments

I have the same question (0)

All responses (7)

Answers (1)

Longhinid 5 on at

Like (0)

Report

One workaround for the 250 Records is to use the Outlook Plugin. In Outlook you can see all records at once and tell it to run the workflow.

Was this reply helpful? Yes No
Suggested answer

Community Member on at

Like (0)

Report
Based on your description, it sounds like you could made the update via a workflow. Is that correct? If so, you could create a workflow to make an update and use the XrmToolBox with the Bulk Workflow Tool add in to run the workflow on all the records (lets you run the workflow on all records matching a view or a custom fetch XML query).

XrmToolBox Link: http://www.xrmtoolbox.com/

Bulk Workflow Tool (add in for XrmToolBox):

GitHub Page for all XrmToolBox add ins: https://github.com/MscrmTools/XrmToolBox/wiki/Available-plugins-for-XrmToolBox

Direct Download: https://www.dropbox.com/s/3635sa0dr7grsnh/AndyPopkin.CRMBulkWorkflowTool.dll?dl=0

Was this reply helpful? Yes No
Benoit Delvaux 870 on at

Like (0)

Report

Hello,

Thx for the trick, is it going to work with Inactive/Closed records?

Best regards,

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report

In the workflow you'd need to put the record in an active state, make the updates, and then put it back in an inactive state. Of course this will change the modifiedon and modifiedby field. You'll want to consider if there is any reporting etc. that is tied to those fields.

Was this reply helpful? Yes No
Verified answer

Community Member on at

Like (5)

Report

Dave Espenschied - that is not true for all entities. Specifically, closed activities cannot be updated, along with some very locked down things like Contracts, and I think fulfilled Orders and paid Invoices.

Opportunities, Leads, Accounts, Contacts and custom entities can certainly be updated by workflows or export/import even while they remain closed. The modified on / modified by will of course be changed since the record is being altered.

Cases seems to have changed in some version, I am pretty sure you could modify closed Cases in workflows previously but this is no longer true.

Was this reply helpful? Yes No
meelamri 13,216 User Group Leader on at

Like (0)

Report

Hey,

In which version workflows started to run on inactive records specially for Opportunities, Leads, Accounts Contacts and custom entities?

Is there any official documentation that I can review to get a detailed analysis on this subject ?

Best regards

Mehdi El Amri.

Was this reply helpful? Yes No
Suggested answer

ocnerf 135 on at

Like (0)

Report

If you have the possibility to export data from the view with "Excel Online" you can try to modify also inactive record but only for some entities. For example Opportunity, Order should be reactivated to be modified.

Was this reply helpful? Yes No