Created by MyCRM Ltd. ebulk. Documentation: User Guide

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1 Created by MyCRM Ltd ebulk Documentation: User Guide Gareth Williams 4/24/2013

2 Overview ebulk is aimed at dealing with the administrative hassle of having to perform operations on more records than Advanced Find will display. The solution supports the following modes: Assign Associate Delete * Set State Execute Workflow Update Fields * Bulk Delete is supported by out of the box functionality but it was included in ebulk for completeness. Another advantage is that the OOB Bulk Delete can sometimes wait until the Async Services are relatively free of work to do before performing a delete operation, this solution can start deleting immediately. Creating a Bulk Operation Simply go to Advanced Find in the main CRM application and start looking for the records you wish to perform a Bulk Operation on

3 View the results and the Bulk Operation option will appear on the Ribbon This option will open the Bulk Operation form and will use the Advanced Find query as the base query to execute the operation. The Bulk Operation Form The main Bulk Operation form hosts a Silverlight control and allows the user to specify the operation type, a time to start executing, a User to when the operation completes and whether or not affected records should be logged. Also, the estimated number of records to be affected is displayed at the top right. This number may change at the time of execution as the query is recalculated at execution time. The user selected the Bulk Operation Type from the drop down list at the top left.

4 Assign Operation This allows the user to bulk assign the selected records to a new user or team, or to themselves. The Assign to another option uses standard CRM lookup dialogs to allow for a familiar look and feel.

5 Associate Operation This allows the user to bulk associate other records to the selected records. Any valid Many to Many relationships are available from the Select Relationship drop down list. The solution only supports Custom Many to Many Relationships.

6 Once the relationship(s) have been selected and added to the grid, Lookups become available that allows you to select the records to associate with the records.

7 Delete Operation This allows the user to delete the selected records. Execute Workflow Operation This allows the user to bulk execute one or more Workflows against the records Simply select the Workflows you wish to execute from the grid.

8 Set State Operation This allows the user to set the state of the records selected. Once a State has been selected, the Status box is filled with the allowed statuses

9 Update Fields This allows the user to update any updateable field for the records selected. This is a pretty powerful feature. You select the field(s) you wish to update from the Select Field drop down and populate the grid with the values you wish to update. The list displays the available fields a icon to specify if the field is a system field or a custom field. A tooltip is also available to display the schema name of the field.

10 Picklists are populated from the Metadata Lookup fields use a replication of the CRM lookup control and use the lookup dialogs to selected the value

11 Numeric fields are validated using the Metadata minimum and maximum values You can have the value be set to NULL by selecting the Set to Null check box.

12 Submitting the Bulk Operation Once you are ready to submit the operation, click the Submit button. The form will ask you to confirm and allow you to enter a description of the operation. Once you are ready to confirm, click the Confirm button and the operation will be created.

13 Viewing Bulk Operations To view Bulk Operations go to the settings section and select Bulk Operations from the navigation section From here you can view Active operations and Completed operations by selecting the relevant view. Note: The Errors field may have a higher value than the Records to Processed when the Bulk Operation Type is Associate. This is because each error is logged and the process will execute multiple requests.

14 The Bulk Operation CRM Form The Bulk Operation form contains all of the data related to the bulk operation The Messages tab displays an error message and stack trace if an unexpected error that caused a failure occurs.

15 Bulk Operation Logs If any record fails for any reason it will be listed in the Bulk Operation Logs section of the form. You can open the records by either clicking on the Message field or by double-clicking the record in the grid. The Regarding and Associated Record values will allow you to click through to the record that failed to update and the associated records (only available in Associate mode). This works for all entity types.

16 The Form will display the exception message in the Message field and a lot more details in the Details section. The Regarding and Associated Record fields will allow you to click through to the record that failed to update.

17 Affected Records This grid displays all of the records that were successfully updated. Values are only added to this grid if the Log all affected records option is selected in the Silverlight application. As with the Logs grid, the Regarding and Associated Record values will allow you to click through to the record that failed to update and the associated records (only available in Associate mode).

18 The form displays the Regarding field only and it will allow you to click through to the record that was updated. In the case of Deleted records, CRM will display an error that the record does not exist!

19 Limitations and Known Issues The Regarding and Associated Record values displayed in the Log and Affected Record records are the names of the records at the time of the operation. It is not relational in the traditional sense. If the name is changed by the operation (as in the case of an Update Fields operation) or by a user at a later date, this name value will not be updated; the end user will be able to click through to the record though. The following Entity Types are not supported: activitypointer asyncoperation systemuser workflow businessunit territory queue queueitem sharepointsite goalrollupquery goal metric mailmergetemplate sharepointdocumentlocation kbarticle customeraddress kbarticletemplate contracttemplate discounttype role service site uomschedule