Sunday, August 29, 2010

MSCRM: Quick Auditing Tool through a Work Flow

Here is an idea for auditing that you might find useful if you have specific field information in an entity that you would like to audit for changes. The work flows in Microsoft Dynamics CRM 4.0 are very powerful. Here is an example of an auditing tool which can be impleme first thnted through a work flow if you just need an audit log to roll back when people make mistakes.

1. The first thing you need to do is setup a work flow on the entity that creates a note when a new record is created or when a specific field is changed. For example, if you are auditing the Business Phone of the Contact record you would create a Note when the Contact is created or when the Business Phone attribute is changed. Remember: Give the Title of the Note a Specific Name to designate that it is an AUDIT note. For Example: AUDIT CONTACT Business Phone.

2. Now when you create a new contact or change the “Phone Number” field, a new note will be created against the contact showing the current value. To determine the previous value, you can look back through the notes.

3. You can now create an Advanced Find view that allows you to then to look at all of the AUDIT CONTACT Business Phone Notes.

When you need to audit a new field you can create a new work flow. If you are monitoring many fields, a plug-in may be a better option but if you need an audit tool to manage a few key fields a work flow would be a good way to accomplish this task.

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