Creating an Account Management Process with Custom Rules in Microsoft Dynamics CRM

Note: Before creating a data management process, make sure you have configured an Integration for Data Integrity. For information, read the article Setting Up an Integration for Data Integrity in Microsoft Dynamics CRM in our Knowledge Base.

In the Quick Setup card, click Start to create a new process for Accounts, Contacts and Leads object.

Note: If you want to create a process for each object separately, click Start in the Custom Setup card.

Select the Accounts link. 

If you have already created a process, click New Process to launch the account management process creation workflow page.

Click Next to create a new account management process.

Note: InsideView Data Integrity allows you to add criteria only for active accounts.

• Select the Record Segmentation options:
  • Manage all records (recommended) - When you select this option all accounts in your Microsoft Dynamics CRM are managed and will receive updates from InsideView Data Integrity.
  • Manage a segment of accounts based on custom criteria - When you select this option, you can define custom criteria to manage accounts based on a dynamic rule.

    

• In the Update Frequency area, select the frequency at which you want to run the accounts process to receive updates from InsideView Data Integrity. Select the following frequency options:
  • Update accounts on schedule - When you select this option, you can define a schedule for updating accounts with information from Data Integrity. You can enter the Start Date, Start Time, and Recurring options as Daily, Weekly and Monthly.

    

  Note: InsideView Data Integrity will send update notifications based on the frequency settings to receive them.

In this example, select the Manage a segment of accounts based on custom rules in record segmentation and the Update accounts on schedule frequency option and then click Next.

You can define custom criteria to manage a segment of accounts by clicking either + Add Condition or + Add Rule.

• Add Rule – Adds a single rule where you can define the field name, operator, and value(s) you want to use to filter accounts.
• Add Condition – Adds a set of nested rules to filter accounts based on if and then clauses.

• Field Name – select any field that you want to use to filter accounts.

  You can select a field that appears in the Field Name options. The Datatype and the corresponding Microsoft Dynamics CRM field name is selected for the field you choose from the list of options. For example, select the Account Name field.

  

• Operator – After entering the Field Name, select the appropriate Operator. Below is a list of datatypes and the operators available for each datatype:
  • String: equal, not equal, ends with, starts with, does not start with, does not end with, contains, doesn’t contain, in, not in, is empty, is not empty.
  • Boolean: equal, not equal to, is empty, is not empty.
  • Text area: equal, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.
  • Double/Number: equals, not equal, greater than, greater than or equal, lesser than, lesser than or equal, is empty, is not empty.
  • URL: equal, not equal to, like, not like, starts with, does not starts with, ends with, does not end with.
• Value – Once you have entered Field Name and selected an Operator, enter the Value for the field criteria. You can also add multiple values by separating them with a comma. To add multiple values, use the IN operator.

Use Case Examples

Here are a few use case examples of filters, showing the different fields used in Microsoft Dynamics CRM with an operator and a sample value:

• Select the industry field, operator as equal and enter the value as Media. This filter will retrieve all accounts that have an industry type that equals Media.

  

  Notice that the output of your rule appears at the bottom of the query builder.

• Select the Created Date field, operator as greater and enter the date as 11/30/2017. This filter will manage only accounts that have a Created Date that starts after November, 30^th, 2017.

  

• Select the Billing State/Province field, operator as Not equal, and enter the state name such as CA. This filter will retrieve accounts from states other than CA (California).

  

• Select the Account Name field, operator as starts with and enter the value as In. This filter fetches accounts that start with In in the account name field in Microsoft Dynamics CRM.

  

You can select the Field Mapping setting for all fields by clicking any of the options at the top of the table or set field-by-field update rules.

For each field, you can choose one of the following options:

• Overwrite – Always pushes field value updates automatically into your CRM, overwriting your existing values.
• Update, if blank – Pushes field value updates automatically into your CRM only when the particular field is empty.
• Flag only – Flags field value updates but does not automatically push them into your CRM. You will receive email notifications based on the frequency settings.
• Do not update - This option will not send field-level updates for your accounts from Data Integrity.
• Click Next.

In the Save Data Management Process dialog, enter the name for your process and click Save.

For more information, read the article Create an Account Object Process in Microsoft Dynamics CRM in our Knowledge Base.