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Tech Insights 2 min read

How to track the last activity date in Microsoft Dynamics 365 ?

Why would you want to track the last activity date in a lead, an account or an opportunity? For experienced sales or account managers, this is an easy one.It's the best way to track your efforts and it's a great way to prioritize stalling accounts and opportunities. You'll be able to create views in Microsoft Dynamics 365 to then sort through everything based on your last interaction.

You can watch the video, but if you're more of a bullet-point-type of person, you can read the steps below.

  • First off, you need to create the solution in PowerApps. Open PowerApps, select the appropriate Environment, then click on Solutions to create a new one.
  • Click on your newly created solution.
  • In this example, we want to create a rollup field for opportunities, so we'll add an existing table (previously known as entity).
  • You then search for Opportunity and we'll add it without its subcomponents and metadata.
  • Once you've clicked in Opportunity, you'll be able to create your rollup field.
  • Remember, Fields are also called Columns. Thus in the next step, we'll add a new Column.
  • You need to give it a name and select the "Date Only" Data Type and select Rollup.
  • This will prompt a new window for you to adjust the rollup field. This may be blocked by your popup blocker. If that is the case, disable it for this web page and then select your newly saved column to click on "Open rollup".
  • In this menu, you will enter what the rollup field is calculating. We'll select Activities under the Related Entity, and filter only Activities that have a Completed Status.
  • In regards to Indirectly Related Activities, we can set it to "Activities Parties". This means that all activities indirectly related to the opportunity will be accounted for. For example, if a call was made to the account contact instead of the opportunity contact, it will be included in the calculation of the last activity date, even though the contact isn't part of this example's opportunity due to the indirect relation between the account and the opportunity.
  • As for the aggregation, you will add a MAX aggregation of the Actual End dates.
  • Your rollup field is now created. Now you can add it to any form by clicking on "Add Subcomponent" in your Columns page and then simply selecting the appropriate form.
  • Drag and drop your newly created rollup field to wherever you'd like and voilà!

This is rather simple once you understand how PowerApps work to configure custom entities and fields / custome tables and columns. However, if you run into some issues, please do not hesitate to book some time with one of our experts from the GestiOnTheGo portal. This is the best way to get answers quickly and solve your Dynamics 365 problems.

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February 09, 2021 by Frédéric Charest VP of Marketing

Data-driven Growth Marketer with a Passion for SEO - Driving Results through Analytics and Optimization