Microsoft’s Dynmaic team published a fairly in-depth how-to video on one of the Microsoft Dynamics CRM more powerful features: Creating a simple workflow.
“Workflows allow you to automate repetitive tasks that you perform regularly in CRM. You can set up your system to do a lot of the repeated steps for you by setting up a workflow–you can even customize your workflow to match your system. Power users and administrators can make work much more efficient for everyone,” noted Microsoft.
Transcript of Video
Microsoft Dynamics CRM does more than store customer information. CRM helps you manage your business tasks, such as scheduling appointments. CRM can also help you manage your time by streamlining processes and automating common tasks with workflows. You don’t have to remember the detailed steps. CRM can do many tasks for you, such as prompting you when to send follow up e-mail.
In this video, you’ll create a simple workflow that automatically sends an e-mail message to a contact when an account is created, asking the account to verify account information. Then you’ll test the workflow by creating a new account.
You’ve already created the account e-mail template that contains data fields. When the workflow sends e-mail using this template from an Account record, the data fields will be replaced wtih data from the record.
To create a new workflow, in the Navigation Pane, click Settings, click Workflows, and then click New. Type a workflow name and select Account.
A workflow can take action on more than one entity, sometimes called a record type, but you need to select just one as the primary entity.
You’ll create a new blank workflow. Click OK. For Scope, select Organization. For Start when, select Record is created. The workflow will run automatically when someone in the organization creates a new account. Also, select On demand, so the workflow can be run manually.
This is where you enter the steps that determine the processes that the workflow will follow. Select the first row, and click Add Step.
You want the workflow to send e-mail using an e-mail template from an account record. Click Set Properties. The e-mail template we want is an account template named “Verify account information.”
Click From and use the Form Assistant to locate the account data field that contains the e-mail address of the sender. Click Owner, click Add, then click OK.
When the account is created, the e-mail will be sent from the owner of the account. Click To, and use the Form Assistant to locate the account data field that contains the e-mail address of the recipient. Click Primary Contact, click Add, then click OK.
The e-mail will be sent to the primary contact associated with the account. Click Save and Close. You can click here to add more steps, such as adding a follow-up Phone Call activity, but this workflow is ready to run. Click Save and then click Publish to start the workflow.
Now, whenever an account record is created, the workflow will send e-mail to the account’s primary contact. At any time you can stop the workflow from running automatically by clicking Unpublish.
Now let’s see what happens when we create a new account. The information for this account has already been started. Make sure a primary contact is entered and all pertinent information is saved in the primary contact record, so the e-mail will be complete.
Then click Save to create a new account and run the workflow. To check the status of the workflow, under Details, click Workflows. This shows the workflow succeeded in sending the e-mail. Open the workflow record for more details, and to view the e-mail that was sent to the contact.
With workflows and Microsoft Dynamics CRM, you can automate common tasks and streamline processes, so you have more time to spend with your customers.