Alert for Old Cases: Workflow Based on Related Record

Another discussion on the question ‘what was the best way to use a workflow to send an email when a case had not been modified in 5 days?’ with a potential solution using Workflow Based on Related Records!

We are still looking for the best solution to send an email when a case is inactive for over 5 days. We have already looked at a few options with varying levels of success.

Today, we are going to look at the pre-Flow way of creating recurring workflows. The basic concept has been covered in multiple other blog posts and I do not claim any credit for the great idea (check out this more detailed explanation).

The basic concept is that we create a related record for each case. Then we run a bulk delete on these records and use it to act on the parent record.

So in my solution we would need to create:

  1. New entity with link back to the case. Field to capture CASE Modified On date.
  2. Field on Case with relation to this entity.
  3. Workflow to create the related record
  4. Workflow to update the related record with case modification (instead of creating multiple)
  5. Bulk Delete job on the related records based on the CASE Modified On
  6. Workflow based on this Bulk Delete to send Email

This is a lot of steps! Here is what the general logic would look like.

Logic diagram for using a Trigger record plus bulk delete
Trigger record and bulk delete plus workflow logic

The problem with this option is that it is a bit complex. This was necessary in the old days but is not needed in the new days of the Power Platform.

Tune in next time where we will see what we can accomplish with Flow. Be sure to check out the other solutions in this series and let me know in the comments below what you think of this solution!

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