Workflow to copy Industry info from Account to Contacts - CRM Online

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We recently added "Industry" option set in Contacts form. The industry info is saved for most of the Accounts, however, no industry info is saved for contacts. We want to find a way to copy the industry info of accounts to their respective contacts.

We are using CRM Online and global option set in both Contacts and Accounts forms.

Could you please advise how to create a workflow to assign the same industry to contacts that is selected in their respective Customer Accounts.

Please also suggest if there is another technique to enter the industry information for contacts in bulk.

Suggestion for articles, blog or video will also be helpful.

Thanks in advance.

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

I removed the industry from the Contact form, published, and then opened the workflow-update record form. The field started appearing in the bottom of form.

Then I completed the remaining workflow steps as per your advice. Ran the workflow on some test contact records. It is working fine.

Then I added the field in the form again, published, and then opened the workflow-update record form. Surprisingly, the field was again nowhere in the form. This is weird but good thing is that workflow is working perfectly. Thanks so much for the quick response and all the support.

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Yes, it shows all the out-of-box and custom fields except these two. Missing fields are also not appearing at the bottom of the form. We have only one contact form.

Is there a system or security setting for introducing new global option set or lookup in the form?

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jlattimer 24,562 on at

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Does the form in the Update step match the form in every other way besides these 2 fields? Are the missing fields at the bottom under the Additional Fields sections? Do you have multiple Contact forms you are working with?

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Thanks for the help, Jason. Both fields are already been added to the form and published. I can also manually select an industry and save it for contact records. However, both industry and business unit fields are missing in the form that appears for workflow-Update record.

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jlattimer 24,562 on at

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Sounds like you just need to add the fields to the form.

Open a contact record, and from the ribbon up top, go to the Customize tab then Form. Drag the fields from the right onto the form. Save and then Publish.

If you haven't specifically added them to the form, when configuring the workflow, fields not on the form usually appear at the bottom so they can still be set.

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Actually the 'Industry' option set itself is not appearing in the form. Similarly, we added business unit lookup in Contacts form, that too is not appearing in the form.

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jlattimer 24,562 on at

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

One thing to check - make sure you have clicked in the field you want to set prior to scrolling through the list of fields. The list changes based on the type of field - it tries to match up based on the data type etc... so you map valid values.

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Thank you, Jason. In the 'Update record step', the Industry option set is not appearing in the form. Have I missed something?

Thank you, Gretchen. Mapping and workflow will meet the urgent requirement. We must consider plug-in in the long run to keep the industry info updated.

Thanks again.

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GL-23071537-0 on at

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Hi Saima,

First and foremost, I generally don't recommend duplicating the information in a relational database. If you plan to keep the fields continuously in sync, you will likely need to code a plug-in to do this. (e.g. if the industry changes on the Account, update all Contacts related to the Account).

But if you must duplicate this information, you are on the right track with the Global Option Set for industry. You also want to make sure that you are mapping the option set from the Account to the Contact such that new contacts will have the same industry when a Contact is created from an Account.

You can also make sure the workflow Jason described to on create of a Contact in case the user does not create the contact from the Account (such as through the Outlook integration). But you will need a plug-in or custom workflow extension to keep the duplicated industries up-to-date.

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jlattimer 24,562 on at

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RE: Workflow to copy Industry info from Account to Contacts - CRM Online

Create an On Demand workflow on Contact

Add an Update Record step

Set the Contact Industry field to {Industry(Parent Account (Account))}

Look For drop down = Parent Account (Account) / Field = Industry

Save and Activate the workflow

Under File -> Options - Set the records per page to 250

Do an Advanced Find for Contacts where the Industry does not contain data

Select all the records and kick off the workflow

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