How can a single Custom Activity be shown in multiple timelines for related entities?

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Posted on by Yahya Manasrah

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So I have the entity Project, and its related entities Quotation, Order etc.

And I create a custom Activity entity, so called Project Note, the pointer points ot all Project, Quotation and ORder etc since all are activity-enabled.

If I add a Project Note in the Project Timeline, its okay, I want also to see the note I add to the Quotation entity in the related project entity, is that possible? how?

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Hamish Sheild 3,005 Most Valuable Professional on at

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Hi @Yahya

The Timeline Control only shows Activities where the Regarding field is set to that of the parent entity e.g. the Project Note is regarding the Project entity so the Project Note will only show on the timeline of the Project entity.

As a work around you could build relationships between Project Note and Quotation and Order (i.e. add Quotation and Order lookup fields to the Project Note entity). Then show a Project Note subgrid on the Quotation and Order entity forms. You could use Power Automate to automatically populate those lookup fields based on the Regarding Project.

I hope this makes sense. Not the most elegant solution but you are unfortunately limited by the timeline control.

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EricRegnier 8,720 Most Valuable Professional on at

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Hi @Yahya,
Another option without custom lookups is by leveraging quick view forms (I assume you have a Project lookup fields on your Quotation and Order entities). Quick steps to achieve this:
On the Project entity, create a new quick view form and on that form add a subgrid of activities. Pick (or create a new view) to display the desired activities (i.e. Project Note)
On your Quotation and Order entity's forms, add the quick view forms control and select the Project form you just created
It won't be shown on the timeline control unfortunately, but it's a workaround with no entity customizations.
Hope this helps!

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Yahya Manasrah 515 on at

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Hi @EricRegnier Hi @HSheild ,

Same as Many-to-Many relationship, Default activities arent designed well and I prefer the custom ones. in Many to Many, I replace it with an entity to join the 2 entities meant.

Coming back to the topic of this post, I have been thinking/trying even a better solution and it works wonderfully but needs some fix I guess. It is all related to creating a Sub-Grid then changing the sub-Grid default control to Timeline Control! And I even gave up the creation of custom Activity entity and have created only a normal custom entity so again here is the thing: -

ENTITIES
Project, and it has its own quotation, its own Order etc (so Quotation and Order are many to one connected to Project)

I create a Custom entity called Project Note, and it has its look up for Project, Quotation, Order etc

Then in this Project Note I create these fields
1. Project lookup (for notes at project (it's called Lead in CRM) level)
2. Quotation lookup (for notes and the Quote level).\, and when this is created, Project is popped up using process (not powerautomate)
3. Order lookup (for notes at the Order level) and when this is created, Quotation and Project are popped up - using Process (not power automate)
4. Stage (text!) and it can be popped up based on the Level of the note
5. Stage Order (whole number and it can be popped up based on the Level of the note)
6. Description etc
7. Other fields as necessary such as Info/Task, Due date etc

Then I create that sub-grid in the Project, and the Quotation, I create some Project Notes and Here are the outcomes:

Problems: -

1. I cant add new notes from this Timeline Sub-Grid.
2. I tried create a thumbnail, one of the properties of the Timeline control for sub-grid, was useless. So what is the image place holder right there?
3. What is this see more on Bing News 🙂

4. If there are no good answers/fixes to the above then why this Timeline control exist?

PS: I use process not power automate because I believe CDS should has its own 'version' of power automate to enable drag and drop, remember we were promised no code low code.

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EricRegnier 8,720 Most Valuable Professional on at

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Hi @Yahya,
I don't recognize that "timeline" control, seems like it's a custom control unless the out-of-the-box timeline control changed and I wasn't aware. Also, if your requirement is only to expose the notes related the Project entity to the Quotation and Order, then you don't really need two additional 2 lookups (Quotation and Order) Project Note and the workflow(s) to sync those lookups. Your solution can be simplier with quick view forms as mentioned.
Cheers

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Yahya Manasrah 515 on at

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This is useless if Timeline control wont be genuinely available for related entities.

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AaronMoon 43 on at

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Hey @Yahya, I am aware of the Timeline custom control that you are referencing and I have not had much luck with it either. I would recommend not using it. It seems like you are very close with your idea to create the custom entity "Project Note" - but you will need to use the standard sub-grid or use the Quick View forms as others are suggesting. If you experience issues not seeing the (+ New) button on your sub-grid, then try making your lookup fields required on your Project Note entity.

If you really want the time-line control then you may want to try creating the Project Note as an "Activity" type entity if you haven't already. This would give it the regarding field and then you could use the official timeline control. My understanding is that by default activities show in only the timeline of the record they are regarding. (there are some standard entities like Contacts/Accounts that are an exception to this). I think it is a great idea to allow showing activities for child records on a parent records timeline. I found this idea out on the ideas site that suggests exactly what you need. If you think this is a good idea as well go out and vote for it! https://powerusers.microsoft.com/t5/Building-Power-Apps/Show-activity-records-in-parent-entity-timeline/m-p/495445#M150176
let me know if this helps!

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Yahya Manasrah 515 on at

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Hi @AMoon , thanks a lot.
I appreciate your understanding and confirmation that this will not work out of the box as a Custom entity and that the sub grid timeline control is not useful.

I agree with the link you have provided, partly. So For instance, If I add a note to an account, then it will be shown in all projects etc belong to that account. too much.

I am now a bit encourages to use my idea considering adding a Flow to add the SubGrid (Note) in the related entity (not an activity) entity.

The look is effect in the custom timeline is nice, though i still do not understand the "See more on bing news" and the thumbnail beside.
but more important, i can have the freedom via Flow/Process to lookup related fields i want. the bad side is that i would give up the standard activity including things very important such as tasks, which can be synced to outlook.

Unsure how to proceed.

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AaronMoon 43 on at

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Hi @Yahya,

Actually the idea is for the opposite - if you add a note to a Project, then it would show all of the Project Notes in the Account Timeline. This concept could then apply to your Projects, Quotes, Orders. https://powerusers.microsoft.com/t5/Building-Power-Apps/Show-activity-records-in-parent-entity-timeline/m-p/495445#M150176

So just to quickly try to give you a path forward - here are your options
A custom entity (Project Note) with Lookup fields to the Project, Quote, Order. Use a Flow to fill in the Quote and Order lookup fields. Use the standard sub-grid control to display the notes on the Project, Quote, and Order forms (message 2 from HShield)
A custom entity (Project Note) with just one lookup field to Project. Use a Quick View form to show the Notes on Quotes and Orders (message 3 from EricR)
A custom entity (Project Note) of type "Activity" with a Regarding field. Set the regarding to be the Project. You can view on the project with the standard timeline-control. You can view on the Quotes and Orders by using a Quick View Form - steal from EricR. Then you can up vote the idea for allowing Notes of children to be shown on the Parent record. (My Favorite Option)

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