Dynamics 365 CRM get sub-grid values of an entity

[Julien2]

Hello everyone!

In dynamics 365 i have customized and added to Lead entity a sub-grid connected to another entity called Services.
The Services entity consist of multiple services where the user can select more than one service when creating a new task in the Lead entity. Which means one task can have many services.

What i am trying to achieve in Power Automate with dynamics 365 is the following:

• When a record is created in the Lead entity i want to send an email with the following details:
  • Name of the user entered in the record created.
  • Country selected from the dropdown in the record created.
  • The Services selected inside this sub-grid. (In this step i was not able to find anything related to sub-grid inside the dynamic content to get the selected values).

Here is a screenshot about the Services sub-grid connected to Lead entity:

Is it possible to get those values inside this sub-grid to send the email with the details mentioned above?

What i have tried to:

Any help will be greatly appreciated.

Thank you!

[abm]

Hi @Julien2 

Yes it is possible. You need to query the services against the Id of the lead record. This will return all the services for that lead. Construct a loop and extract each services in an array or something. Finally in your email step you have lead and services details.

If you need any help in this let me know.

Thanks

[Julien2]

Hi @abm ,

Thanks for the clarification.

However, i have problems in the build of the query for the services to get all the items. In addition, to create a loop and extract each services.

What i tried to:

I couldn't find from the dynamic content the Services ID since it already existed in the entity of Service Info.

It would be appreciated,if only you could provide examples of your reference.

Best regards,
Julien2

[abm]

Hi @Julien2 

You have more than two records so you need to get list records and set the filter query as lead id = newly created record id (Lead). This should return more than one record(s).  Hope it make sense. If not I am happy to do a screen share. I am available next 20 minutes.

Thanks

[Naveen_772]

Hey,

I will try to keep it simple and short for you.

First of all, you need to use the "List record " action to list all the services records created in your system. Then you need to filter out all the services records that are related to the Lead entity record. For this, you need to write the filter query.  I will try to explain this with an example.

 In the "list record" action I have filtered out the entity by comparing the field which contains the GUID for the Lead records. For every relationship, there will be a field in the cds which contains GUID of the related record. For example, if there are two entity A and B. There is 1:N relationship b/w A and B. Then both entity will contain a field which will contain the GUID of another entity.

You need to find the field schema name. If you are not able to do that then in the List Record action remove the filter query and in the Top Count field enter 1. This will get anyone record data with all the field names and their value. Get the field name and enter it in the filter query field.

Next, I have created the HTML table so that you can get the required fields of the listed records. You can directly add this to the email action.

If I am able to help you then give me thumbs up and accept this as a solution.

Thanks and Regards,

Naveen Gupta

[Julien2]

Hi @abm ,

That's right,one Lead may have one or many records in the sub-grid of the multiple services section.

I think we should change the first action when a record is created inside the Lead entity because i can't add items to the sub-grid until i create the record, so the flow will not find the added items when the record is created.I can add items to the sub-grid after i create the record.

Here are some screenshots:

It would be better if you could share you screen so i can quietly understand.

Thanks for your support!

[Julien2]

Hello @Naveen_772 ,

Thanks for the explanation.

Leads has N:N relationship with 'Service Info', the field name is List of Services that contain all the services name inside the Service Info entity.
so the filter query would be list of Services (field name) eq 'leadid' ?

If i used 1 in Top Count field i'll get many emails because i have many clients so it's not a good idea.

In addition, inside the html table i want to get the Lead record created name i couldn't find it until i have added "List records 2 action" and linked the leads entity to select data from dynamic content.

Check my screenshot below:

Also i think i have to change the first action when a record is created inside the Lead entity because i can't add items to the sub-grid until i create the record, so the flow will not find the added items when the record is created.I can add items to the sub-grid after i create the record.

What i should use instead of when the record is created?

Best regards,
Julien2

[Julien2]

Hi @abm 

I have changed "When a record is created" action to "When a record is created or updated".

I was able to take data from sub-grid to get the services added to the Lead but as result it shows a number instead of showing the name of services added to the sub-grid. In addition, in the email it prints out 2 rows instead of one since it's only one record.

I am pretty sure this issue remain because of the filter query.

Here is the latest flow modifications:

Email result:

Looking to hear from you.

Thank you!

[abm]

Hi @Julien2 

It's difficult to analyse from the screenshot you provided. Also it doesn't states that what's your filter you are applying it for the List records. You have mentioned it is showing a number instead of the name. I can see there is a mapping in HTML table for the name field. It would be easier to analyse via screen share.

Thanks

[Julien2]

Hi @abm ,

You're right it will be easier to do a screen share let me know when you are available.

Thank you!

[abm · Accepted solution]

Hi @Julien2 

Thanks for the screen share. Following are the steps we followed.

Added a new text field. In your case you don't need to use multi-select option set. Set the fetchXML to query to get the details and mapped under Create HTML table. Finally send the email using HTML table.

Hopefully the session was helpful.

If you have any more question please post to this forum. Happy to help you.

Thanks

[Julien2]

@abm 

Thanks for your support and your time much appreciated.

[sudhir_shukla]

Hi @Julien2 ,

I am looking to implement the exact same thing so was glad to come across your post. What did you end up putting the the Filter Query for the list records?

Thanks in advance,

Sudhir