How do I pass data from one field on one form to a field on another form and then peform a rollup on a third form?

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Posted on by DevOs

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Should be simple, it's been 2 weeks now with no resolution:

What I have done is:

On Product form in dataverse, there is a field with the display name of "Install time" but with the schema name "new_installtime". This field holds unique decimal values for all the products/items in the CRM. 1. This field is a simple number field that contains decimal values.
I created a new field on the "work order products" form in dataverse and called it "new_installtime" as both the display name and schema name. This field is a simple number field that contains decimal values.
I then created a rollup field on the dataverse form "Work Order" which holds work orders. These work orders can be any unique combination of products/items. The rollup field is a calculated field with the following paremeters:
Source Entity: "Work Order"
Related Entity: "Work Order Products(Work Order)"
Filers: "If Work Order contians data"
Aggregation: "SUM of new_installtime"
Then I went into Field Service and created a new process called "Set Install Time From Product to Work Order Product" with the following parameters:
"Run this workflow in the background" is Unchecked
Entity: "Work Order Product"
Category: "Workflow"
Scope: "Organization"
Start when: "Record is created" and "Record Field change(Product field)"
Then I added a step "Work Order Product">"Product">"Contains Data"
Then I added a step below that called "Update" and selected the field "Work Order Product"
Then in that window, I scrolled down to the "new_installtime" field and set it to "(Install Time(Product (Product)))

The rollup on the work order form still doesn't work.

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Microsoft Dataverse with Power Apps

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @DVOP ,

What parts aren't working? Is the real-time workflow process setting the new_installtime on the work order product correctly with a value? Is it just the roll-up that is not calculating the sum of the work order products install time?

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DevOs 118 on at

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I don't think the real-time workflow process is setting the value. The rollup field shows up on the work order form, but there's nothing there. And when I click 'recalculate" nothing happens either.

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @DVOP ,

Please validate the real-time workflow values that are populating on the work order products. Like you said, if this isn't working then the rollup has nothing to roll up...

If the real-time workflow is not working then we can review the details here.

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DevOs 118 on at

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I think it might be a mapping problem?

I have a table in dataverse called "Products" and a column in there called "install time". I'd like to map the "install time" field values from the "Products" table to the "WO product" table. Then map the "install time" field in the "WO product" table finally to a third table, called the "Work Order" table. How do I do that step by step? I'm a bit confused as all the instructions I can find are for a seemingly older version of dataverse and now this new one.

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @DVOP ,

I know, in general, what you are trying to do here. You are trying to figure out the total install time for the work order based on the products that are included as your work order products. The challenge is the Install Time is tied to the Product which is a lookup (i.e. reference) on the work order item.

Approach:

A real-time workflow can be utilized to set the Install Time on the Work Order Product record when you add a new Work Order Product or you change the Product related on the Work Order Product. One challenge here is that if the Product's Install Time changes this will not change on any of the Work Order Products, they will keep the original value or the value at time it changes...
Other Options

Another option to set this value could be a Power FX Formula column (https://learn.microsoft.com/en-us/power-apps/maker/data-platform/formula-columns) but this is still in Preview to be aware and the next step for the rollup is not supported with this as well.

Calculated column would work as well to set the Install Time on the Work Order Item pulling Install Time from the Product but this is not supported to be utilized in a rollup (since it is not a simple calculated field)

If you get this real-time workflow built correctly then it should allow you to utilize the field in the rollup for the Work Order.

Can you include a copy of the real-time workflow for review. Note, please make sure you have the workflow running at "Organization" scope vs. "User" scope (common mistake as then this will only fire under the user that owns the workflow if at user level scope)

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DevOs 118 on at

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Hi dpoggemann,
How do I include a copy of the realtime workflow for you to see? What I did was steps 4-8 in my original post.

And here is the rollup field in dataverse:

I did notice though that in the "Work Order Product" table, the "install time" has 2 columns for some reason and both are not populated with data, even though there should be a 1:N relationship between Products(Install times) and Work Order Product(Install time).

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @DVOP ,

From what I see your workflow looks correctly structured and so does your rollup.

Have you tried creating a new work order product or modifying a work order product to see if the install time value is set? I see 3 different install time fields on your Work Order Product, can you review this as you should have 1 only.

Another thing you can do is set your workflow to run in the background and then you can look at the executions of the workflow to validate it is doing what you expect. Example article discussing: https://carldesouza.com/view-workflow-process-history-in-dynamics-365/

You can then change this back to being a real-time after validating it runs as you expect.

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DevOs 118 on at

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Hello,
I did that and was able to check the process sessions for the workflow, but it's empty and there are no jobs showing within it. So it's like it's not even running at all.

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @DVOP ,

Couple things:

You set to a background workflow and no sessions existed?

If this is the case I would be happy to jump on a call to review with you if that would work... Just private message me and we can setup a time.

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