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Business Rules in Dynamics CRM

   Words by CRM Consultancy

   on 15/04/2015 10:00:00

imageCRM 2015 can enforce business logic for a Company and it’s Workforce by building specific rules into the screens and forms – this is done using Business Rules and gives us the ability to put Validation or Automated Logic into a CRM Form without resorting to Development via Java Script.

In the simplest fashion, this can be done by setting the Requirement Level of a field between Required, Recommended or Optional when creating or modifying a field:

However the more recent versions CRM can support more complex rules that incorporate conditional logic – such that a field MAY be required depending on another field, or a field may be incorrect and therefore not applicable if it is below a certain value.

For example, we may say that the [Probability] field on the Opportunity is Required when the [Opportunity Type] is ‘New Business’, but is normally Optional for any other Opportunity Types.

We could add a Business Rule to the Opportunity Entity to reflect this business logic in CRM:

Click NEW here will then open the New Business Rule screen where we can configure our Rule that for Entity in CRM.

Each Rule is built up of two major points: the Condition, and the Action.

Condition

This first step here is to build the Condition that our Rule should be applied for, this essentially defines when the Rule should take affect:

This Condition is built from these 4 selections:

Field - The field that the Business Rule applies for.  This can be any field on the Entity selected for the Business Rule and forms the basis for the logic.

Operator - For the field we have selected, how will this be examined?  Are we checking that the Field is EQUAL to a certain value, GREATER THAN, LESS THAN and so on.

Type - this gives us a selection between Field and Value.  This is asking us whether we should compare our Field to either a fixed Value that we specify as part of the rule, or whether we compare our Field to another Field on the Entity. This example will look at using a fixed Value, but later in this guide we will look at building a rule which compares two different fields.

Value - If we have selected Value for the Condition Type, then this allows us to specify that Value.

Once done, clicking the rounded Tick icon will then add our Condition to the Rule - this will then minimize the condition to a simple statement in the Rule. (but this can be re-opened by clicking on the statement)

Action

The next step is to determine what the rule should then do:

This allows us to select from one of these six major actions, that we can then apply to a specific field on the screen:

Just as with the Condition, we define our Action and then click the Tick to finish.

Activate the Rule

With the Condition and Action defined - we can then give our Rule a Name, Save, and then Activate.

Activating the Rule then enables our new logic throughout the CRM System.

In our case, making the Probability Field a Required Field for Opportunities tagged with the New Business Type.

And so we have a piece of conditional logic built into our CRM System to help reflect the Business Process.

Further Reading

Business Rules were introduced in CRM 2013 and expanded for CRM 2015, and so Microsoft have released further guides and training material which is useful for understanding this functionality in Dynamics CRM:

Create and Edit Business Rules

https://technet.microsoft.com/en-us/library/dn531086.aspx

Calculate Multiple Fields using Business Rules

https://missdynamicscrm.blogspot.co.uk/2014/05/crm-2013-calculate-multiple-fields.html

Troubleshooting Tips: Why isn’t my Business Rule working?

https://www.powerobjects.com/2015/11/24/troubleshooting-tips-why-isnt-my-business-rule-working/

Business Rule or Javascript in Dynamics CRM – that is the question

https://www.c5insight.com/Resources/Blog/tabid/88/entryid/568/business-rule-or-javascript-in-dynamics-crmthat-is-the-question.aspx

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