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Sending Emails via On-demand Workflows in Dynamics CRM

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Sending Emails via On-demand Workflows in Dynamics CRM

It's important to set up "just enough" notification to users in Microsoft Dynamics CRM. Too much automatic notification can create an environment where no messages are taken seriously.

We've talked about how useful Time and Condition-based Workflows can be for providing automated notification, but today we are going to talk about on-demand workflows and how they can be another useful tool for notifications.

On-demand workflows can be particularly useful when the business has an active participant in a specific process or job function. In today's example, a customer support manager monitors overdue cases and needs a way to "remind" support reps to resolve them. Instead of relying on a completely automated email, this manager wants the ability to see the list of overdue cases and quickly send out a reminder to the reps.

Let's get started!

  1. First set up a view that includes the follow up by date and the case owners.

on-demand workflows in Dynamics CRM

  1. Next create an on-demand workflow that will email the case owners with the case information.

  1. Then, open the newly created view, select the cases that are overdue and run the new on-demand workflow.

  1. Finally, verify that the emails were sent by opening a case and checking the workflows.

When notification is generated by an on-demand action, the message may get through clearer than if it was sent via a scheduled job. Give it a try!

Learn more about workflows with Microsoft Dynamics CRM Workflows and Dialogs: What's the Difference? & Create Recursive or Scheduled Workflows in CRM.

Happy CRM'ing!

Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

5 comments on “Sending Emails via On-demand Workflows in Dynamics CRM”

  1. Hi, I have a question regarding this post.
    I have created a similar on-demand WF for the Opportunity entity and out of 2 users with same security roles I receive an error for only one of them. The error states: You do not have enough privileges to access the Microsoft Dynamics CRM object or perform the requested operation. For more information, conatct your MSD CRM Admin. (see the attached image)
    Do you have any ideea what can cause this?
    Thank you very much for your help.
    Kind regards,
    Tiberius Raducan

  2. I work for a non profit and we are using Dynamics CRM 2013 as a new database. We will be taking donations won a page hosted by Click Dimensions. We would like to send automated emails after a transaction is made and I'm wondering if we can do that directly out of CRM and if so do we need Outlook for CRM or Email Router configured before setting up the workflow? All help is appreciated!!

    1. Hi Nicole - Your workflow will generate the email back to the end-user. Now to actually send the email you have 3 options 🙂 a. use outlook crm client. Email will ONLY be sent when user is online using the outlook crm client. B. use email router - This is the most common option but requires you to install and setup the email router. C - use server side sync - This is new in crm 2013 and works if crm on premises OR crm is online and you have office 365.

  3. Hi! i was wondering if it is possible to embed a hyperlink into entity's name? (currently i have entity's name displayed as text + actual CRM link right after it so doesn't look neat). Sorry if it is simple and obvious...just can't get it.

    1. HI Eugene - The display name is a text field so won't display hyperlinks well. There is no supported method to do this.

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