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Workflow to check Opportunity form activity RRS feed

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    I'm trying to create a workflow that will notify the owner of an opportunity when no activity has been made on the opportunity page within 2 weeks after the estimate close date has passed. So that they will then either update the estimated close date or close out the opportunity.

    The issue I seem to be running into is there isn't an easy way to say "if the modified on date isn't within 2 weeks of x date then send email reminder". Am I missing something or is there a way to do what I'm trying to accomplish?

    I think I have figured out a way to make it work but it doesn't seem to be the easiest way. I have set up the workflow so that when the estimated close date is changed it triggers a timeout until 2 weeks from that date. Then it will check to see if the modified on date is on or before the estimated close date. If it is it sends a reminder email. I'm hoping this will work but haven't been able to test it yet.

    My follow up question is if someone is constantly updating the estimate close date is the workflow updated so it doesn't send multiple reminder emails when in fact the opportunity is being updated or will each time the estimated close date changes the workflow is set to fire 14 days from that point? Hopefully that makes sense. I'm assuming each time the workflow is triggered it will run and won't be updated with a newer triggered workflow which is then another issue I'll have to figure out.

    Thanks for any help or ideas to solutions.

    -Trevor

    Thursday, February 28, 2013 4:35 PM

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    So you have to trigger your workflow on create and on change of the estimated close date. Place a 2 week wait on it, then after the timeout check if the opportunity was updated or not. If not send an email. This works good about opportunity, but coming to notes it could be somehow difficult. Because adding a note does not change the modified date! To handle this, create another workflow on create or update of note. If its regarding object is opportunity, then update a field (custom field which is not on the form) to know the update of it! This could help you I think!

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

    Thursday, February 28, 2013 9:09 PM
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    The action you want could not be done well with a workflow. You have to create a custom workflow activity. In your workflow activity you could check if the regarding opportunity has an activity or not! Then send email or other notifications if desired. You could not check if the opportunity has an activity or not with built in workflows. To read more on creating custom workflow activity refer to:

    http://msdn.microsoft.com/en-us/library/gg328515.aspx

    http://technet.microsoft.com/en-us/library/gg309745.aspx

    It is somehow simple and does your desired action reliable and well!

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

    Thursday, February 28, 2013 5:14 PM
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    Hello Payman and thank you for your response. This is good information and something I will hold onto for future use. But I think in this instance what I am trying to accomplish is even simpler. I'm not referring to an "activity" in the sense the CRM can set up an activity regarding the opportunity. Rather all I am looking for is to check the last date modified of the opportunity is no older than 2 weeks. I'm looking at the notes or the estimated close date. Both within the opportunity form. If those are begin updated I can know the opportunity is being followed up on. If not then I want a notification sent to remind the sales rep to update his opportunity.

    There doesn't' seem to be a simple check to say if the opportunity modified on date is older that 2 weeks send reminder. I can create a report that tells me which opportunities haven't been modified within those dates but the same filter doesn't seem to exist in the workflow options.

    Thanks,
    Trevor

    Thursday, February 28, 2013 5:47 PM
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    So you have to trigger your workflow on create and on change of the estimated close date. Place a 2 week wait on it, then after the timeout check if the opportunity was updated or not. If not send an email. This works good about opportunity, but coming to notes it could be somehow difficult. Because adding a note does not change the modified date! To handle this, create another workflow on create or update of note. If its regarding object is opportunity, then update a field (custom field which is not on the form) to know the update of it! This could help you I think!

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

    Thursday, February 28, 2013 9:09 PM
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    Payman, thanks again for the help. Logically it makes sense. I think where I am having trouble though is how to check if the form was updated. Here is what I have.

    Opportunity - Process - Timeout - 2 weeks.

    Check Condition - Opportunity - Modified On - On or before - ??? But then I don't have a specific date or field to use as to what the 14 day timeout date would be.

    I'm not seeing an option that just checks to see if the modified date changed between a range of dates. I'm still new too this so it's completely possible I'm just missing it or am misunderstanding some of the controls and what they do. Also I did not know that updating a note didn't update the modified date, good to know, thanks!

    -Trevor

    Friday, March 1, 2013 3:04 PM
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    Good to hear you are going to learn more about CRM. If you you have any other question do not hesitate to ask.

    BTW, if the answers helped you please mark them as answer and vote as helpful. Thanks.

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

    Friday, March 1, 2013 6:02 PM
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