You do not always have to use scripts to automatically perform updates on your CRM records. The Microsoft Dynamics CRM Workflow Manager allows you to check for conditions using the “wait” function to determine when a record should automatically be updated. This can be quite useful if you have business rules that specify how a record should be updated when certain conditions are met.
Scenario: Update the opportunity probability to 0% if the opportunity is put on hold.
Step 1: Create a new create workflow rule for the opportunity entity.
Step 2: Insert a condition called “Wait for Conditions.”
Step 3: Select the “<<add conditions here>>” line and insert the condition called “Wait entity condition.”
Step 4: Choose the field you are waiting to be updated/changed. In this scenario we are looking for Status Reason = On Hold.
Step 5: Insert an action called Update Entity after the end wait statement (select the end wait statement and then click on the Insert Action link).
Step 6: Update the Probability field to 0%.
Step 7: Save the rule once you are finished.
Step 8: Activate the rule.
Outcome: Once the rule is created it will be in effect for all future records saved to the CRM database (NOTE: It is important to understand that automated workflow rules, once created, will work on an ongoing basis and will not update existing records in the database). In this specific scenario, any new opportunities will be monitored to check for the Status Reason field. If the Status Reason value changes to “On Hold” the probability will automatically change to 0%.
Misc. Notes: Consider using the wait for condition when the business rule is a one-time update. Remember that this sort of update takes place once the record has been saved (it is not a real-time update). Leverage the “Wait for timer” for instances where you want to perform action after a given period of time.
VP Infrastructure and CRM Solutions