Microsoft Dynamics CRM 2013 has introduced a new tool when creating or modifying a data entry form.  We can now create Business Rules that apply during data entry.  Priorto the 2013 version of CRM we had to resort to using jscript on the form to do any data checking.

The business rules tool should reduce (but at this stage not eliminate) the use of jscript and therefore make forms management a little easier.

However, there are some things to keep in mind when using business rules.

Conditions

You can add conditions to a rule.  Multiple conditions can be added but they are all and statements.  There is no or statement and no else statement in the tool.  Therefore you must create additional rules to cope with the or and else conditions.

If a business rule has no condition statement, then the rule will only trigger when the record is saved.

Actions

Actions are limited to: Show error message, Set field value, Set business required, Set visibility, Lock or Unlock field.  Any other action must still be undertaken using jscript, or using the workflow tool.

The set value action allows for simple formula calculations.  Multiple calculation lines are sometimes required to achieve an outcome.  For example, to calculate a Probability Revenue = Estimated Revenue * Probability / 100  must be done in two steps.  Step 1: Probability Revenue=  Probability * Estimated Revenue.  Step2: Probability Revenue = Probability Revenue / 100.

Scope

The business rule you create attaches itself to each field used in the rule.

The scope of the rule can be set to one data entry form or all forms.  However, all forms refers to all main forms, not the Quick Create or Mobile forms.  Business rules do not trigger for these forms.  So if you need rules on these forms your only option is jscript or workflow rules for the quick create form, or just workflow rules for the mobile form.

This video steps through an example of using business rules to calculate a Probability Revenue on an Opportunity form.

Write A Comment