CRMUG Webinar - The Basics of Workflows in Dynamics CRM
- 1. The Basics of Workflows in Dynamics CRM
- 2. Introductions • Nicole Anderson, Principal Consultant, NEA & Associates • Jen Ehmcke, Developer, Wipfli 2 Text goes here
- 3. Workflows 101 • As a new CRM Administrator, this how-to demonstration session is all about Workflows 101. Understanding what they are, how to create, maintain, and leverage Dynamics CRM workflows is a great first step in diving into your automation prowess. 3
- 4. Out of the box Automation in CRM • Traditional Workflows execute predefined processes in the background as system resources become available • Real-time Workflows execute predefined processes immediately, regardless of system resource availability (See it!) • Dialogs prompt Users for information to use in processes (like traditional workflows) that run in the background • Business Rules determine immediate form behavior • Business Process Flows guide users through stages necessary to complete a process 4
- 5. Turn Documented Business Process into Reality! 5
- 6. Steps to Create a Background Workflow – 1 of 2 • Navigate in CRM to Settings, Processes (or Settings, Customizations, Solutions) • Click New. • Specify parameters (Process Name, Category, Entity, etc.) • Click OK. 6
- 7. Steps to Create a Background Workflow – 2 of 2 • Specify additional parameters • Define steps (logic and actions) • Activate! • Test scenarios • Deactivate to edit 7
- 8. Triggers for Background Workflows (i.e. “Start when…”) • May start when . . . • A record is Created (i.e. after first successful SAVE) • A record’s Status Changes (Active/Inactive) • A record is Assigned • A field(s) on a record is Updated (i.e. after that update is SAVED) • A record is Deleted • May run as a “child” process triggered by a step in another workflow. • May run “on-demand” when User chooses to run it from the menu. 8
- 9. Scope • Defines who can trigger or manually run the Workflow • User – Only Owner of the workflow • Business Unit – Any User in the Owner’s Business Unit . . . • Parent/Child Business Unit – Any User in the Owner’s Business Unit or a Child Business Unit . . . • Organization – Any User in the Organization . . . 9
- 10. Workflow Actions on a Record • Create a record of the same or different record type • Update the selected record or a related record • Assign the selected record or a related record • Change the status of the selected record or a related record 10
- 11. Security • Administrators control who can create, edit, run workflows • Security permissions govern Workflow actions on records • On-demand – When a User manually starts a workflow, it runs using security permissions of the User • Other triggers – When a workflow starts automatically, it runs using security permissions of the Workflow’s Owner 11
- 12. Reviewing / Monitoring Workflows • Monitor Workflow for a Record • Processes – Background Processes • Monitor all Workflows via System Jobs • Settings – Administration – System Jobs • Tip – Create an “Administrator Dashboard” with component(s) for System Jobs, especially those that have failed! 12
- 13. Real-time Workflows (Key Differences) • Take action before or after trigger (i.e. before/after record is created, deleted, etc.) • See results immediately upon saving • Show actual User who ran or triggered the workflow 13
- 14. Final Words of Advice • Document scenarios (workflow diagrams) and Test thoroughly! • Keep it simple; build and test in small chunks • Use STOP action when your conditions don’t apply • Use the text boxes within the workflow and the Description field on the Administration tab to track changes • Be careful when deploying Processes from one environment to another • Ownership issues. • Lookup values…i.e. if User is Matt Gelb… 14
- 15. Thank You! • For more information on becoming a CRMUG Member visit www.crmug.com. • CRMUG Members benefit from user-led and produced training on Microsoft Dynamics CRM. In addition, Membership includes valuable networking and collaboration opportunities both virtually and in- person. “The CRMUG community is always so helpful and the webinar selection and <educational> content is outstanding. But, the best part of CRMUG is Summit <www.crmugsummit.com>! I walk away with more information, every time, than I can even take in.” Rachel Winfree, CRMUG Member 15