A frequent request that we get from customers is the ability to capture the date of the last activity associated with a contact or account. This can be very useful to identify which of your contacts or accounts are not being touched very frequently.
Thanks to the improvements in Microsoft CRM workflow in version 4.0, this is now easier than ever. Here's how:
1. Create a date attribute on the contact called "last activity date"
2. Create a new workflow in CRM workflow associated with one of the activity types, such as phone call. Make this workflow a create workflow under automatic workflow options.
3. Insert a step to update records. For the record type to update, select regarding (contact). Click set properites to open the record configuration screen. This will open the contact form.
4. Select the last activity date field. Using the form assistant, in the "look for" section, select phone call and actual end (since this is a phone call activity, we want to record the date the call was completed, not the date it was created, as phone calls are frequently scheduled before they are performed.
5. Save and close your new workflow, and don't forget to publish it.
Now follow steps 2-5 for the other activity types (e-mail, task, activity, etc).
To make it more interesting, add a last activity date field to the account. Then create a workflow that updates that field whenever the last activity date field on one of its associated contacts is updated. Now your account can reflect the "true" last activity date, rolled up from all of its associated contacts.