Michael, who is a sales manager in Contoso Corporation, had locked multiple edits to leads during the Develop stage, as described in Scenario 1. This worked very well initially for his reporting needs. However, over time, he has noticed that this has been more of an overhead for him, as more and more sales representatives now contact him even if they wish to update fields such as address, phone number, and so on. Michael analyzes his reporting requirements again and wishes to re-engineer the current process in a way that the only field that can be locked to change will be the Budget amount, as that is the field he uses for his sales pipeline reporting.
The following steps illustrate how Michael can easily change the out-of-box workflow he created in Scenario 1 to achieve this requirement:
- Navigate to Settings | Processes:
- Locate the existing process and double-click on it:
- Note that there is a Deactivate button to deactivate the workflow. Activated workflows cannot be changed. So, click the Deactivate button to change this workflow to the Draft status, so it can be edited:
- Next, untick the checkboxes for Record is assigned and Record status changes, and keep the checkbox for Record field changed. Click View:
- On the Select Fields window, uncheck all of the other fields and only select the Budget Amount field; click OK:
- Next, go to the Stop workflow status message and change the message to suit the current scenario:
- Save and Activate the workflow.
Now, the workflow will not trigger on all of the field updates. However, if a sales representative tries to edit the Budget Amount, he/she is presented with the following error:
