Microsoft Dynamics® CRM Training
Copying Addresses with a Workflow
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The new flow form experience for Microsoft Dynamics CRM introduces us to a stripped down, simplified way of interacting with the Account, Case, Contact, Lead, and Opportunity entities. The flow forms are process-oriented, and offer a glimpse into the future of Dynamics CRM.
In addition to their benefits, they have their quirks. By default, every new Contact that is created from an Account in Dynamics CRM will have its address mapped from the parent Account. This is designed to save Users the time it takes to manually copy and paste the info. Oddly enough, while the functionality remains in the system, the flow form prevents it from working properly.
In the classic form experience, there is an Add New Contact button in the ribbon. This allows Users to create a new Contact that’s automatically related to the parent Account. However, this button is absent in the flow form. Instead, if a User adds a Contact from an Account, the Look Up Records dialog opens, from which a new Contact record can be created. Unfortunately, adding Contacts this way doesn’t automatically relate the two records to each other, thus nullifying any mapping between the two entities.
Creating a simple Workflow is a solution to this problem.
Mapping address information from a parent to a child record with a Workflow.
- Navigate to Settings > Process Center > Processes, and then click New.
- Name the process, choose the entity of the child record (Contact in this lesson), and then select “Workflow” in the Category field. Click the OK button.
- Set the Scope to “Organization” if you want the Workflow to be available to all Users with the proper permissions.
- In Start when area, identify when you want the Workflow to be triggered (when the Parent Company field changes in this lesson).
- Click Add Step and select “Update Record”.
- Make sure the entity of the child entity is selected in the first dropdown (Contact in this lesson).
- Click the Set Properties button.
- Use the Form Assistant to map the fields from the parent record to the child record. The key here is to select the parent record in the Look for field.
- Click Save and Close.
- Save and activate the Workflow.
This Workflow is designed to map the address information from the parent Account to the related Contact record when the child record is assigned to the parent. This Workflow is unnecessary if your organization does not use the new flow forms.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.