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Overview

The Scheduler enbales you to define a schedule that will execute on a recurring basis and have an action take place for each individual targeted record. On the scheduled defined it executes and returns a set of records as defined by the Fetch-Xml (Advanced Find) query. Next it loops through the set of records and either executes the associated workflow for each record or it updates the specified record fields to the same value which then trigger any associated Formulas.

Note: In CRM 2013 and later editions the embedded Advanced Find has been replaced by a simple Query Fetch XML field. So you will need to manually obtain the fetch xml from the out of the box advanced find & then copy & paste into this field
 

 

General

General Settings

Name

  • The name of the schedule which just needs to be a descriptive name  of what the schedule is trying to achieve. 

Frequency

  • Once: The schedule will only execute once

  • Hourly: The schedule will execute on an hourly basis

  • Daily:  The schedule will execute on an daily basis

  • Weekly:  The schedule will execute on an weekly basis

  • Monthly:  The schedule will execute on an monthly basis

  • Quarterly:  The schedule will execute on an quarterly basis

  • Yearly:  The schedule will execute on an yearly basis

  • Every X Minutes:  The schedule will execute every X minutes, where X is defined by the field named 'Every X'

  • Every X Hours:  The schedule will execute every X hours, where X is defined by the field named 'Every X'

  • Every X Days:  The schedule will execute every X days, where X is defined by the field named 'Every X'

  • Every X Weeks:  The schedule will execute every X weeks, where X is defined by the field named 'Every X'

  • Every X Months:  The schedule will execute every X months, where X is defined by the field named 'Every X'


Schedule Type

  • Entity Update : This means that when the schedule begins it will execute the Advanced Find query (Fetch-Xml) & then for each record returned it will issue an update command on that record setting all the defined fields in the query to the same values. This has the   effect of triggering any formulas that are hooked up to this entity.
    • e.g. A schedule runs & executes the associated advanced find. It returns 100 opportunity  records in the CRM system & has 2 fields defined, 'Est. Revenue' & 'Probability'. Next as part of the scheduler it loop through each of the 100 opportunity records and it will send an update statement to each record setting the 2 fields    'Est. Revenue' & 'Probability' to the same values. 
    • So if the first opportunity record had a 'Est. Revenue'  of $1,000 & a Probability of '75%' the update command would set the 2 fields to $1,000 & '75%' respectively. This is done just to trigger any associated formulas that are hooked up to the opportunity entity.
  • ​​​​Global Action:  This means that when the schedule begins it will execute the Advanced Find query (Fetch-Xml) & then for each record returned will execute the associated workflow. 
    •  e.g.   A schedule runs & executes the associated advanced find. It returns 50 contact records in the CRM system. Next as part of the scheduler it will loop through each of the 50 contact records  & execute the associated workflow.
  • Workflow:  This means that when the schedule begins it will execute the Advanced Find query (Fetch-Xml) & then for each record returned will execute the associated workflow. 
    • e.g.   A schedule runs & executes the associated advanced find. It returns 50 contact records in the CRM system. Next as part of the scheduler it will loop through each of the 50 contact records  & execute the associated workflow.

Workflow

  • Lookup field to the Workflow/Action that you want to execute for each record returned from the Fetch-Xml.

Date Settings

Start DateTime

  • The start datetime for the schedule. The scheduler will wait until this time is reached before executing.

End DateTime

  • The end datetime for the schedule. The scheduler will stop the associated schedule when this datetime as been reached so matter how the scheduler is configured.

Last Run DateTime 

  • Indicates the last time this schedule was executed by the scheduler.

Next Run DateTime: 

  • Indicates the next time the scheduler will execute this schedule.
     

Fetch Xml Query

Query

  • This allows you to defined an advanced find query (i.e. FetchXml) that is executed each time the schedule runs. The query results are the target set of records for this schedule.

Advanced View

The Advanced View is sometimes required when working with very large record sets or workflows that are time intensive to execute. For an overview of the Settings when the Advanced View has been toggled (N52 Commands > Toggle Advanced View), refer to this article: Anatomy of a Schedule - Advanced View