How do I create a workflow in CRM 3.0 to remind me of a contacts birthday?

0
August 15, 2011

I am trying to create a workflow in CRM 3.0 that automatically reminds an account owner of a contacts upcoming birthday. Currently we use the standard Birthday field within the contact, and when synced to Outlook, this creates a calendar event on that day...... so it sort of does what we want out of the box. The problem we have is that we want to know a week in advance of the birthday, so that we can send them a card. The default reminder in Outlook is on the same day, so this is too late, an i cant for the life of me work out how to change the default birthday reminder in Outlook 2010. I also don't want to rely on Outlook syncing, it would be much better to have a task in CRM and a reminder email.

As we have all sorts of workflows created to generate reminders for contract renewals etc, I assumed it would be fairly straightforward to do the same for the birthday, but the problem is obvious here..... the date of birth cannot relate to 'today' and even if i created a custom field on the contact for 'upcoming birthday' for example, the standard workflow would only remind me once and not every year.

How can i create a workflow that updates the date every year, aswell as set a reminder 7 days before each birthday with both a task and a reminder?

Thanks

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0
August 15, 2011

Can only answer for CRM 4.0 I'm afraid, not sure if 3.0 will work in the same way. You need to use the TImeout function to achieve this.

Your logic would be: Wait until Workflow Timeout = 1 week before Birthday Field. Then send reminder.

To update the birthday field the logi is: Wait until Workflow Timeout = Birthday Field. Then update Birthday Field to 1 year after Workflow Execution.

Hope this works for 3.0 as well.

0
August 15, 2011

Unfortunately there is no workflow timeout function. I can do this with a workaround though......

If i create a manual workflow called 'Update birthday' as follows:

Manual Rule

If

  Contact.Birthday <Execution time

Then

  Add date and time:Update (I can set this to 1 year)

  Update: Contact.Birthday=Update

End if

I can then call this subprocess within the main workflow:

When Contact is created

If

  Contact.birthday is not null

then

  Wait until Seven (7) days before Contact.Birthday

  Task: Birthday reminder for {!contact:Full name;0} of {!Business:Business name;0} on {!Contact:Birthday;0}

  Email To: [Owner];Subject:Birthday reminder

  Exec: Update Birthday

end if

This will now set a task and an email 7 days before the birthday, and update the birthday field by adding 1 year to the date. This will work where the Contact is newly created and the date is set as the date of the next birthday, but doesnt work for data already in the CRM, or if the date is entered as the date of birth.

<b>How can i create a loop so that a date 50 years ago will keep updating by a year until the date becomes in the future ie the date of the next birthday? </b>

I think i would prefer a new field called 'next birthday' which calls the birthday field (entered as date of birth), then updates in a loop until it becomes relevant. I would then be able to see the customers date of birth and the next birthday together rather than lose the full date of birth data.

0
August 15, 2011

Ok I now have the code correct, and it is looping properly. I used the guide in this link

http://crm.georged.id.au/p ost/2008/0 2/20/Recur rent-workf low- in-CRM -3.aspx

While the workflow runs correctly initially, if the birthday is more than 21 years ago then the Workflow Manager Service stops working and I have to restart it again (the birthday is moved forwards 21 years before it crashes) Any idea why this is happening? SQL timeout? Bad workflow programming?

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