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Report of when a field is populated RRS feed

  • Question

  • Hi is there a way to use the Audit function of Dynamics CRM in order to have a report showing when something happens?

    I need to be able to produce a report showing how many e-mail address or Contract dates are collected on which day and show a report showing how many leads have had their status changed on specific days. Is there a good way to do this? At the moment all I can think of is to have a Status Changed field and then have a workflow running that will populate the date/time when it is changed but I already have quite a lot of workflows which run on the system so I do worry a bit about having too many running on each save.

    Also as we will have many fields that we need to know when they were last populated it may result in a glut of unnecessary fields.

    Thanks

    Thursday, February 7, 2013 3:23 PM

Answers

  • Create a report on "system job". It is not so flexible to create reports, but could help somehow!

    If the answer helped you, remember to mark it as answer.

    Thursday, February 7, 2013 4:00 PM
    Moderator
  • You could build this around a custom entity called "Change event" which can be a child of the relevant records and use workflow to fill in the fields on that. So the new custom entity would have lookups to contact (or Contract), lead etc.

    The a text field or option set for "what changed?" and it will already have a created date field. You could make the custom entity user-owned if you may need to secure them between users, or add a lookup to systemuser so you can record "who changed it"

    So imagine you then update a Lead record and fill in the email address field and change the  status to "qualified". These two changes will trigger two workflows, each of which creates a new child "change event" record. One will fill in "what changed" with "Email address", the other with "Status". Both will have the "Lead" lookup pointing back to the parent. Both will record the "who changed it" (or owner) based on who modified the parent record.

    You can now easily do a query, a view, a chart or more complex report of things such as:
    - count all change records created, by week

    - count change records for Contact email addresses this week , by Contact owner

    - count of change records for Lead status, by who made the change


    Hope this helps.
    Adam Vero, Microsoft Certified Trainer | Microsoft Community Contributor 2011
    Blog: Getting IT Right

    Thursday, February 7, 2013 4:05 PM

All replies

  • Create a report on "system job". It is not so flexible to create reports, but could help somehow!

    If the answer helped you, remember to mark it as answer.

    Thursday, February 7, 2013 4:00 PM
    Moderator
  • You could build this around a custom entity called "Change event" which can be a child of the relevant records and use workflow to fill in the fields on that. So the new custom entity would have lookups to contact (or Contract), lead etc.

    The a text field or option set for "what changed?" and it will already have a created date field. You could make the custom entity user-owned if you may need to secure them between users, or add a lookup to systemuser so you can record "who changed it"

    So imagine you then update a Lead record and fill in the email address field and change the  status to "qualified". These two changes will trigger two workflows, each of which creates a new child "change event" record. One will fill in "what changed" with "Email address", the other with "Status". Both will have the "Lead" lookup pointing back to the parent. Both will record the "who changed it" (or owner) based on who modified the parent record.

    You can now easily do a query, a view, a chart or more complex report of things such as:
    - count all change records created, by week

    - count change records for Contact email addresses this week , by Contact owner

    - count of change records for Lead status, by who made the change


    Hope this helps.
    Adam Vero, Microsoft Certified Trainer | Microsoft Community Contributor 2011
    Blog: Getting IT Right

    Thursday, February 7, 2013 4:05 PM