Configure a Workflow

In the previous blog  I have told you about the properties of CRM Workflow, let’s configure a workflow to see how it can make our job easier to automate the task. CRM workflow is a combination of series of stages and each stage can have multiple steps. We will identify the functionality of each action in this blog.

Stage: In workflow there is no limit of stages to add as per my knowledge (Please correct me if I am wrong), Stages are used to arrange the logic in some manner that one can easily understand the flow of logic.

Check Condition: This property will allow you to run workflow when the condition is met. The logic is applied by if and then condition.

Conditional Branch: This property will allow you to run workflow when you have some condition that can be checked if one fails, the logic goes “Otherwise, if<condition>then.

Default Action: This property uses logical else statement, one can make previously defined condition i.e. check condition, conditional branch, wait condition, parallel wait branch as Default Action.

Wait Condition: This property will put the workflow on hold until the defined condition will met. This is not applicable if the workflow is a Real time workflow.

Parallel Wait Branch: This property will run a wait condition parallel to the workflow.         

Action that can be performed in Workflow

Create Record: This action creates new entity record/related entity record. You can set the properties of entity with Set Properties option.

Update Record: This action allows to update the selected entity record field values.

Assign Record: This action will assign the selected entity record to user or team (defined at the time of setting the properties)

Send E-mail: This action will send the email. To send an email you need to configure the Mailbox of CRM. CRM gives you option to create a new email or use an existing email template that you can set on the entity on which workflow has been created.

Start Child workflow: This action will allow you any child workflow that you have created earlier.

Change Status: This action will allow you to change the status of entity record

Stop Workflow: This action will help you to stop workflow at any point of time.

Workflow in Action

I am taking here an easiest Business Need in which when a Lead has been created an email should be sent to the owner of the record if the Budget Amount is greater than 100000.

Our workflow will get trigger on lead record creation.

Add Stage – to define the logic

Add condition- In this condition we will check the value of Budget Amount, and if the value is greater than 100000 then add an action.

Send Email- Here I have selected a new email message that will notify the owner that new lead has been created.

Click To field and choose and select a value from right hand Form Assistant panel. Here I have selected Owner of the lead as recipient.

In Subject field I have selected the name of lead. You can choose the dynamics values or hyperlink in the content of the email.

After completing the Email setup click on Save and Activate to activate the workflow.