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Microsoft Dynamics CRM (Archived)

Help! Duplicate subjects appearing in filter and case screen!

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For some reason I am getting duplicate subjects.  We assign a subject to every case to help group them.  When creating a new case or editing an existing one, you click on the subject lookup and select one of the 21 subjects we have created.  For efficiency, our receptionist has mastered the art of using the keyboard... tabbing through fields and typing in the values (or portions of) and moving on.  However, when you type in the subject and then tab to the next field it doesn't resolve.  To make matters worse, you click on the unresolved value to fix and get dozens of the same record.  If I go to the subject entity in settings area, all looks normal (21 values).  I have wasted many hours trying to figure this out and so has our partner but we have gotten nowhere.  Today, I noticed that when looking at case view and trying to use the filter option I have the same issue.  If you use the custom filter to say subject equals and then click the lookup button to select the subject value it shows 260 values (hundreds of duplicates) instead of the 21 that should be there.  Any thoughts?

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  • TheMarkChristie Profile Picture
    10,328 Moderator on at

    Hi

    Simple question, Are you 100% sure it is using the Subject Tree rather than a lookup?

  • Community Member Profile Picture
    on at

    Its actually the out-of-the-box relationship between the case (incident) entity and the subject entity.  The N:1 relationship schema name is "subject_incidents" which creates a subject lookup on the case form.

  • Verified answer
    TheMarkChristie Profile Picture
    10,328 Moderator on at

    Could you post a picture of an advanced find on all subjects with a created on and by?

  • Community Member Profile Picture
    on at

    Your a genius!  I couldn't find a way to do an advanced find on the Subject entity so i used MSQuery to dump the info to excel. I found that there are 188 subjects created since July by one of our developers.  This developer used some API in July to allow our customers to create cases from outside CRM.  His API is creating these.  I am working on a way to clean this up now.  Thanks for sparking this thought.

  • Suggested answer
    TheMarkChristie Profile Picture
    10,328 Moderator on at

    Perfect :-)

    Remember mark as verified so you don't keep getting updates

  • Community Member Profile Picture
    on at

    Will do... one more question.  Through SQL management studio, i use a script to change the title on the bad subjects to "Do Not Use" + "old subjct name".  I then went into CRM and did a lookup for active cases with "Do Not Use" in the subject and used bulk edit to fix them.  I cannot use the bulk edit to fix inactive (resolved or cancelled) cases.  I even tried to fix via workflow.  Is this something I am going to have to script in SQL management studio?  Will that let me modify the inactive cases?  I would like to delete these 188 bad subjects.

  • Suggested answer
    TheMarkChristie Profile Picture
    10,328 Moderator on at

    You could create a workflow that would make them active, Update then close again - However this would change the closed and modified dates etc

    I would say if you are confident with SQL create a script to update from "Do Not Use" to the relevant one .................and get the dev to fix the API insert :-)

  • Community Member Profile Picture
    on at

    I tested changing the cases for one of the subjects and it worked.  So i will do a script to change the cases for the other 20 subjects.  The API has already been fixed.  Thanks again for the help.

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