Business Rules are an excellent way to achieve simple validations without coding in CRM. The Spring Release of Dynamics CRM 2015 has enhanced the functionality of the Business Rules defined in CRM 2013 to now allow for the ability to clear values in a field. This can enhance the validity of records in your CRM system while ultimately creating less work for you in the long run.
A Sample Scenario for Business Rules
Business Rules can be highly customizable based on each organization’s needs. Let’s take a look at a possible example where clearing a field value may be useful.
Say I offer a 5% discount for all orders which exceed a value of $1,500.00. For an accurate view into my revenue pipeline, I need to flag those opportunities that will potentially receive that discount. In order to do this, I have created a field called 5% discount, which will be populated when the estimated revenue value meets or exceeds $1,500.00. Because sales processes often require that the estimated revenue be recalculated before the sale closes, an opportunity that was estimated at $1,600.00 in Phase 1 of the sales process, may change to $1,300.00 in the final phase before closing. To handle such a scenario, I need the ability to clear that field when the criteria is no longer met.
Where previously a workflow would be needed to accomplish this, we can now use a simple business rule to ensure the field will be cleared if the criteria are no longer met.
How to Clear a Field Value Using Business Rules
To do this, follow the steps below:
- Navigate to the Business Rules area in CRM 2015 by going to Solutions, choosing the desired entity, and then selecting Business Rules.
- Click New Business Rule.
- Add the Condition ‘If Est Revenue is greater than 1500’
- Add the Action ‘Set 5% discount to 0.05‘
- Add the Else Action ‘Set 5% discount to Clear’. The business rules should look like screenshot below.
Note: If you don’t see the “clear” option in your pick list when setting a field value, check that the requirement for the field you are trying to clear is not set to Business Required. Business Rules will not allow you to clear a required field.
- Click Save.
For additional instructions on creating business rules and more, check out our blog, Become a Pseudo-Developer with Business Rules in CRM 2013. Here you will find all sorts of tips and tricks for using and modifying Business Rules.
That’s all for today, folks! You can always find out more on CRM 2015 by visiting our website, and remember to stop by our blog weekly for even more tips and tricks!
Happy CRM’ing!