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Event Driven Workflow Dynamics CRM

Posted on 2013-11-26
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Last Modified: 2013-12-10
I'm not sure what information you need but...

I am trying to create a workflow that adds a publication subscription to a contact based on some event (It might be date based or new record.  I need to make several).

Do I create the work flow based on a contact entity or a publication subscription entity?

Any ideas how to make this work?  Here is what I have done:

Created a new workflow.
Named it.
Entity: Publication Subscription
Category: Workflow
New Blank Process
Available to run as an on demand process
Starts When: Record is created

I create a condition check; in this case, if the contact's middle name is qwerty
If condition is true, create a new publication subscription to the Bulletin (one of our publications).  I set the contact as {Contact{Publication Subscription}}, the Publication to the Bulletin, the term date and the Publication fee.

I do not know where I have jumped track.  Any assistance would be appreciated.
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Question by:ACUIWebDeveloper
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5 Comments
 
LVL 30

Expert Comment

by:Feridun Kadir
ID: 39678169
To answer you need to provide more information on what the events can be. Is it something that happens on a contact record or something else?

Whichever record type has the event happen (and I guess there could be more than one) is the one to write the workflow against. You can create new records in the workflow.
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Accepted Solution

by:
ACUIWebDeveloper earned 0 total points
ID: 39678519
The event would be triggered on a recurring date and affect a new contact record being created, or a specific field being updated on an existing contact record.

If the conditions are met, the contact record gets a subscription added to their record.
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Author Comment

by:ACUIWebDeveloper
ID: 39678541
Update:  I have successfully added a subscription to a contact record (thank you feridun) via the workflow.  But now, every time the workflow runs, a new subscription is added.  How do I prevent that?

I tried to add a nested 'check condition' under the first to check if there is an existing subscription.  But I have no option for Publication Subscription.
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LVL 30

Expert Comment

by:Feridun Kadir
ID: 39685639
Unfortunately, you can't check whether a record has child records in a workflow. Is the workflow automatic? What trigger did you use?  From your other comments I expect you that you need to select When record is created as the trigger.

IF you haven't done so already, I suggest that you draw up a flow chart of when subscriptions should be created with the triggering condition taking into account existing and new contacts.  That should help design the correct workflow.

I see from an earlier comment that you said "specific field being updated on an existing contact record". Does that mean a new subscription record should be created?
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Author Closing Comment

by:ACUIWebDeveloper
ID: 39708071
This answer gave me what I needed to create the workflow
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