While working with Dynamics CRM, you may come across business cases with non-linear documentation gathering processes. These processes might not fit the guided stages and steps of a Business Process Flow. An alternative is to use checkboxes that indicate whether a certain process step has been completed or that a certain document has been received. However, with multiple checkboxes it can be difficult to get a quick sense of what percentage of the process is completed. In this blog, we will discuss how to “convert” a number of checked checkboxes into a percentage value to give you an overall “percent complete” on a process. With Dynamics CRM 2015, creating these calculated fields is now a simple task!
1. Create a two option field for all the steps that need to be completed in the process.
Tip: Use Save and New button to expedite this process.
2. Create as many decimal number fields as two option fields in step 1.
3. Create a decimal number calculated field that will hold the percentage value.
4. Click edit and set the ACTION to equal the sum of the decimal fields created in step 2 as displayed below.
5. Put all of the fields on the form.
6. Place all of the decimal number fields in a section next to the checkboxes for easy maintenance and convenience.
7. Put the percentage field in the header.
8. Double click on the two option fields and change their format to “Check box”.
9. Save and publish form customizations.
10. Create a new workflow that populates hidden fields from step 2 if the related checkbox is checked and clears them out if they are not checked.
11. Set Scope to Organization.
12. Set Start when:
- Record is created.
- Record fields change (click Select and select all fields created in step 1.
Tip: Use “Check Condition” step to check that checkbox is checked.
13. Use “Update Record” to set the corresponding decimal number field to: 100/number of checkboxes
14. Use “Conditional Branch” and “Update Record” step to clear out the decimal field if the checkbox isn’t checked.
15. Repeat the process for each of the fields.
16. Hide the section with decimal number fields on the form
17. Save and Publish. That’s it!
And here’s a screenshot of the final product!
We see a lot of percent calculations in your future! For even more Dynamics CRM fun, check out our plethora of blogs on our main CRM Blog page.