Microsoft Dynamics CRM offers the ability to streamline administrative tasks through “Workflows”.   Workflows were originally designed to notify individuals of specific tasks specifically regarding tasks to manage leads, opportunities, accounts, and contacts.  Organizations would set up step by step staged tasks to engage with a qualified buyer to close a deal, engage with prospective leads, engage staged dialogs with current customers and contacts.  However, “workflows” have allowed organizations to automate processes that would normally be done by administrative support personnel reducing the need for administrative personnel, thus saving companies thousands of dollars in employee costs.

There is a specific workflow feature that I find helpful, but requires a few steps to set up in order for it to function properly.  The “Multiply by” feature of a workflow is used when you need to multiply specific fields.  It would seem as easy as selecting the field, select the * button, and then selecting the field you want to multiply by.  However, not quite that simple.  In fact, it requires a couple of steps, at least, to obtain the final calculation.

Your workflow will need at least two steps, maybe more depending on the complexity of your calculation.  However, for simplicity sake, let’s take a simple illustration.  You workflow must have two operations.   The first workflow operation will update the specific field on the record for the first value to be part of the calculation.  The second workflow operation will update the same field on the record by multiplying the value currently in the field (updated during first workflow operation) by the second value to be part of the calculation.

Below is an illustration:

Note:  You will need two workflow operations to update the record.  The first workflow operation is to update the Total Price Field for the Unit Price.  The second workflow operation is to update the Total Price field by multiplying the value (from the first workflow operation) in the Total Price field by the Quantity.

enCloud9 | Microsoft Dynamics 365 CRM Consultants “Multiply by” Workflow Calculation in Microsoft Dynamics CRM Dynamics 365 CRM QuickTips enCloud9

The first workflow operation is to update the Total Price Field for the Unit Price {ListPrice(Parts(Product))}.  In this illustration, I am updating the Unit Price and the Total Price with the same CRM Field {ListPrice(Parts(Product))}.  The Unit Price will only be updated once, but the Total Price will be updated in the first workflow operation and the second workflow operation.

enCloud9 | Microsoft Dynamics 365 CRM Consultants “Multiply by” Workflow Calculation in Microsoft Dynamics CRM Dynamics 365 CRM QuickTips enCloud9

The second workflow operation is to update the Total Price field by multiply the value (from the first workflow operation) in the Total Price field by the Quantity.  The exact steps would be to set the Operator Selection in the right Form Assistant to Multiply By as noted below in the illustration.  Select Look for “entity” and “field”.  Add it to the form specifically the Total Price field.  As you can see, there is a specific notation above the Total Price field that states “Multiply by”.    So the field you selected in the second workflow operation is being used to multiply by the value  in the first workflow operation in the same Total Price field.

enCloud9 | Microsoft Dynamics 365 CRM Consultants “Multiply by” Workflow Calculation in Microsoft Dynamics CRM Dynamics 365 CRM QuickTips enCloud9
A third workflow operation was added to stop the workflow and note as Succeeded.

The above example specifically addresses “Multiply by” in a workflow.

There is an option to “Increment by” which can be used to automatically update a field in increments based on value of a field in multiple records.  For example, you may want to keep track of time spent (unfortunately this is in minutes only) for each task related to a project.   Of course, you would need a field at the project level to hold the value you will be incrementing.   You would use the “Duration” field under Task to increment the Project field (must create a custom field).   It is done in the same manner as above except you do not need two workflow operations.  You only need one workflow operation.   Under Operator, you would select “Increment by” and select the specific field you are using to increment the field in the form.

Remember, in order to do calculations on fields in a workflow, the field must be a field type that is numeric or currency.  If not, the Operator will not be able to find the field to do the simple calculations.

Illustration for “Increment by”
enCloud9 | Microsoft Dynamics 365 CRM Consultants “Multiply by” Workflow Calculation in Microsoft Dynamics CRM Dynamics 365 CRM QuickTips enCloud9

Simple workflows give you a wide range of options to enhance productivity of your organization, your employees, and yourself.  If you find that you are needing more advanced workflows which you feel you are not able to configure, please let XRM Services LLC do the hard work for you.  You will be amazed how just a few hours of configuration will save your company time and money for years to come.   You can reach us at 402-598-0927 or getXRM@xrmservices.com.

Subscribe To Our Newsletter

Subscribe To Our Newsletter

Join our mailing list to receive the latest news and updates from our team.

You have Successfully Subscribed!