Duplicate records created while progressing Custom Entity workflow

By | January 24, 2020

Workflow plays a vital role in Sage CRM. Designing and implementing business process in CRM in order to let the same process flow to be followed as it was out of the system, is easily achieved in Sage CRM. Another advantage is the provision to not only create Custom entities in CRM but also apply the relevant process flow to be followed by users.

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In Sage CRM, workflow gets enabled by default for Primary entities but when it comes to Custom entity it is managed by custom application extensions like ASP pages or .NET. Below is the screen shot which depicts how to create Custom entity table as well as pass Workflow Id parameter against it.

Custom Entity - Main Table
Custom Entity – Main Table

Recently, we created a Custom entity named Project to capture the details as well as progress its records with the help of workflow as and when milestones set for it are achieved. But on viewing the Tracking tab, we could find multiple entries of the same stage. Below is the screen shot for your reference.

Duplicate Records in Tracking tab
Duplicate Records in Tracking tab

As a part of investigation, we checked every possible source of issue such as the Workflow actions, Progress screen, Progress list but no luck. Later we checked both the table details i.e. Project and ProjectProgress (as per our example) and found that Workflow Id parameter was configured in both the tables. You can refer the screenshots given.

Custom Entity - Progress Table
Custom Entity – Progress Table

Since, Project is the Top Level Entity (as per our example) only it should have the Workflow Id parameter configured against it. Thus it was necessary to remove the Workflow Id parameter from ProjectProgress table.

Follow the below steps do to the same:

  1. Login with the Admin user and go the Administration → Customization and select the progress entity from the Secondary Entities(ProjectProgress)
  2. From Fields tab, find the workflow Id and click on Field caption hyperlink
  3. Now on Change Database field properties tab click on Delete button.
  4. After deleting, execute metadata refresh.

Once you deleted workflow id field from custom table, you can see in below screen shot that only one record is created in Tracking tab after progressing the workflow for fresh records.

Rectified Tracking tab
Rectified Tracking tab

For old/existing records where duplicate records are displayed, user needs to delete them manually from back end. In this way, you can avoid such errors while working with Workflow for custom entity in Sage CRM.

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