Update existing records in CDS (Common Data Service) using Microsoft flow

By | May 27, 2019

Introduction:

In one of our previous blog, we have seen how to create records in Dynamics 365 CRM using Microsoft flow mobile app.

In this blog we will see how we can update the existing record in CDS environment using flow mobile app.
For an example, we want to update the particular Account record using this flow. Let’s see how we can create the flow to update the account’s record in CDS.
The steps need to be followed for the same as below:
Go to the https://flow.microsoft.com/en-us/ and sign in with your credentials.
To create a flow we will choose option as Create flow from blank as shown in screenshot below:

On next page again select the same option.

As we want to update the record using Flow button from mobile, we will choose ‘Flow button for mobile’ connector as shown in screenshot below:

After that Click on Add an input and create the fields of the required data type which we want to update in CDS for the account entity records. Here, we will take sample fields as shown in screenshot below:

After that, first we need to retrieve the records to update the same. To get the records we need to select Common Data service connector and select List records as an action as below:

Then select the organization name and entity name for which we are retrieving the records to update the same as shown below. To retrieve the records we can also add the filter query to filter the records.
Here we want to update the particular record, so we will retrieve the records based on Account name field. For the same we will add the Filter Query from Advanced options as shown below:

On this steps, it will return the account records on the base of filter query.
Next, select the Common Data service connector again and choose update a record action in that to update the records which we will get in the previous step.

Once we add the connector as shown above we need to select the organization name and entity for which we want to perform this steps.

Then, set the record identifier of the account to update that particular record in CDS as shown in screenshot below:

After the same, this step will be shown as below and we need to map the field which we want to update.

So, as we are updating the records through the Microsoft flow mobile app, if we want notification once the record get successfully updated in CDS, we will add more step to get the mobile notification.

To get the same add “Notification” as a connector and you can write text to get as a notification on mobile and save the flow as shown below:

So, now user can easily run the flow from mobile app by connecting to the CDS and update the existing record same as shown in our previous blog while creating new record in D365.

Conclusion:

By using Microsoft flow mobile app it is easy to update record without going into the CDS environment.

2 thoughts on “Update existing records in CDS (Common Data Service) using Microsoft flow

  1. Ashwini

    Hello, Can we include conditions (for example, say i want to update picklist or lookup if existing picklist or lookup option is something, there is mapping for each of the picklist or lookup).
    Also can we update 50,000 records using flow ? If yes how much time would it take ?

    Thanks
    Ashwini

    Reply
    1. inogic Post author

      Yes, we can include conditions to update the picklist or lookup fields. To map fields of lookup, we need to retrieve the related entity records which are having the values for the lookup field. For example, I have created a contact record and then set this created contact as a Primary contact on the Account entity, I have retrieved the Account and set value for the same.

      flow

      flow

      Also, we tried to update 50,000 records using flow but, we were unable to retrieve 50,000 records. There are several limitations on ongoing single request and few of them are configurable. The request could fail due to these limitations. We were able to retrieve up-to 30,000 records. But this may vary in your case. You will get the records depending on the size of response. Given below is the error we got for 50,000 records:

      flow

      Error: BadRequest. The action ‘List_records’ has an aggregated page results size of more than ‘211802208’ bytes. This exceeded the maximum size ‘209715200’ bytes allowed.

      You can refer the link to know the limitations for a single ongoing request. We must consider this limitation while creating a Microsoft Flow.

      Thanks!

      Reply

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