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14 Workflow Processes
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FIGURE 14-15 Workflow Edit Assign Step Parameters dialog box
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If you assign a record to the manager or to a user, Microsoft Dynamics CRM changes the owner of the record when the workflow runs.
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Use the Send E-mail action when you want to send an email message as part of your workflow process. Select the Send E-mail action, and then specify whether you wish to create a new message or use an existing template. When you click Set Properties, the dialog box shown in Figure 14-16 appears. From here, you can configure the key attributes of the message, such as the recipients, subject, and body. The following are some of the important details and constraints related to sending email messages with workflow:
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You can select an E-mail template if the entity of the workflow process offers a template or if entities related to the primary workflow entity or created by the workflow offer a template. You will need to specify the email message recipient (To) and sender (From) values. Failure to provide recipient and sender values will generate an error when the workflow executes. Although Microsoft Dynamics CRM sends the message as HTML instead of plain text, the workflow email editor toolbar does not include buttons to insert images or hyperlinks. However, you can select images and hyperlinks in a Web browser and then copy and paste them into the Description box (Body) of the email message.
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For email tracking, Microsoft Dynamics CRM can append the tracking code to the Subject line of your workflow messages depending on how email tracking is configured in your system. In the Attachments tab, you can specify as many file attachments per email message as you wish. Each file can only be as large as the maximum file size specified in the system settings. You may encounter formatting differences between the email text shown when configuring the workflow compared to the actual message sent. Send yourself a test email to verify that the email text is generated correctly before finalizing the workflow process.
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FIGURE 14-16 Send E-mail Set Properties dialog box
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Tip You can use the email recipient fields (To, CC, BCC) to add multiple individuals, including dynamic
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values. However, when you add a dynamic value to one of these fields, you ll notice that Microsoft Dynamics CRM hides the lookup button in that field, preventing you from selecting a specific record, such as a contact or user. If you want to send an email message to a set of recipients that includes at least one dynamic value and one static record, don t worry we have a solution for you. Assume you want to create a workflow email message that includes a dynamic value to CC the account owner, but you also want to CC a user named Alan Brewer. To accomplish this, first add a dynamic value to the CC field that includes the account owner. After you do this, the lookup button in the CC field disappears. Next, add a second dynamic value to the CC field but do not actually select a dynamic field in the Dynamic Values box. Instead, simply select the user Alan Brewer using the Default value lookup button (Figure 14-17) and click OK.
14 Workflow Processes
FIGURE 14-17 Including dynamic and static values in an email recipient field
When Microsoft Dynamics CRM runs this workflow process, it will always include Alan Brewer as a CC recipient because it won t find a dynamic value for that field and Alan Brewer is the default value.
Start Child Workflow
By using the Child Workflow action, you can execute an entirely separate workflow process as an action in the original workflow process. You can reference a workflow process as a child only if it has the As a child workflow option selected in the Available to Run section. When you start to develop a large number of workflow processes, you may find that multiple processes perform the same subset of actions. To help make workflow processes easier to manage, you can create a workflow process that performs this subset of actions, and then have all other processes run this subset workflow process as a child workflow. Then, if you need to change the subset of actions, you have to edit only the subset workflow process for the new logic to be applied immediately to all of the workflow processes that reference this rule. When you re using child workflow processes, remember that child workflow runs asynchronously. Therefore, the parent workflow process will execute the child workflow process and then continue to the next step without waiting for the child workflow to finish its logic. The simplest way to ensure that execution in a workflow process is synchronous is to rewrite the process to avoid using a child workflow. If you require a child workflow to execute
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