Hi
I need to add a checkbox field to our Contact records and this field needs to be unticked when 18 months have passed.So it will initially be ticked when a form submission takes place.This will happen on a new contact creation but also on a contact update.On update, the 18 month period needs to start again.
Will a workflow do this?
Many thanks
Just waiting on colleague feedback.
Thanks for asking
Hi Stuie,
any news?
Of course,
as long as that "student" field is a date time field (you need a datetime field in order to add 18 months and make the comparison)
Thanks again.
OK makes sense.
I guess my concern now is that if the record is modified at all then the mod date comparison will be effected.
So if a CRM admin edits anything on that record it will reset the 18 month period right?
We have another field that sets the date each time a front end user (student) makes a change to the record.
I guess I can use that date instead so the 18 month period can only be extended by the student and not an Admin.
don't worry we're here to help.
You won't add 18 months to Now(), but to modifiedOn field (the system field that store last modified date).
I suggest you to create the two option calculated field with a default value of yes (it means that every time a record will be created the "checkbox" will be checked) and then specify the formula by comparing:
if NOW() is greater than or equal at "modifiedOn+18month" field (it means that the 18moths deadline is expired)
then set value as No.
OK i like this solution thanks.
I've set up the fields as described.
How does this actually work though.
If we are always adding 18 months to Now() will the condition ever be met?
Sorry If I'm being dumb :)
You could use either a workflow with a wait condition, or a calculated field (as per the previous post). I'd normally recommend the calculated field, but a limitation is that you can't trigger workflows off it (i.e. if you wanted to notify someone to do something when the 18 months is up)
An issue with using the workflow is that each update would start a new instance of the workflow. These don't cause a huge overhead on processing, but will take up space.
Hi,
you can achieve that with 3 calculated fields:
*Example*
FieldToday (datetime calculated) in action set NOW() as value.
FieldExpirationDate (datetime calculated) in action set ADDMONTHS(18, modifiedon)
FieldCheckBox (two options calculated) In condition check this : if FieldToday>=FieldExpirationDate Action: set value to No.
Hope it helps,
Marco
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