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Scenario Overview

In this scenario the business requirement is to remove any attachment in the CRM system if it is older than 3 years.

N52 Formula Manager Solution

The Formula Manager solution works like this,

  • We create a formula of type 'Process Genie' so that it can be called from a workflow
  • A workflow is created that calls the 'Process Genie formula '
  • A schedule is setup to run nightly that finds all attachments older than 3 years
  • When the schedule executes it find all the attachments & calls the workflow which in turn calls the formula to delete the attachment

N52 Formula Manager Steps

The following set of steps will set this formula up for you,

  • Create a new formula of type 'Process Genie'
  • Set the Source Entity to 'Notes'
  • Copy & paste the formula below into the formula description field
  • Click Save
  • Make a note of the formula short code in the top right hand corner of the formula. In this case 'EGR'



The following set of steps will set the workflow up for you,

  • Create a new workflow based on the screenshot above
  • Add the custom workflow activity named 'North52 Process Genie'
  • Set the formula short code to EGR
  • You are ready now to test




The following set of steps will set the schedule up for you,

  • Use the advanced find as shown below & download the fetch xml
  • Create a new schedule
  • Set it to execute each night at 2am
  • Set the workflow to be the one named 'Remove Attachments
  • Paste the fetch xml into the query field
  • Click Save 
  • Start the schedule
  • Test



Formula

UpdateRecord('annotation',
             [annotation.annoationid],
              SetAttribute('documentbody', '?'),   
              SetAttribute('filename', '?'),
              SetAttribute('filesize', '?'),
              SetAttribute('isdocument', 'false')


)