How to create a Dynamics CRM Workflow to send Letters

by Carmel Schvartzman

1. In this walkthrough we will learn Step-By-Step how to create a Workflow in Dynamics CRM 2011/2013, to send a Letter to some Entity. A Workflow is a custom process that run in the application background and whose aim is to automatize business tasks , and is built on steps. After creation, a Workflow can be triggered by entities creation, assignment or deletion, by changes on the entity, and even can be called on demand. For Example, we can use a Workflow to make a Letter each time some new Account is created:
   
   
2. In order to create a new Workflow, go to Customize the System, and then to Processes:
   
3. Click on New:
   
4. Type a relevant Process Name and select the Entity you want the Workflow apply to:
   
   
   In our case, the Entity is Account.
5. Select the Workflow category:
   
6. Next state that the workflow will be run both when a new rescord (Account) is created, or when is demanded to run:
   
   Notice that you can choose also to run the Workflow when the record is deleted, reassigned, when its status changes , or when some field is updated.
7. Now we can add steps to the workflow. To create a Letter when an Account is created, let's select "Create Record":
   
8. Type a description of the Step, and go to "Set Properties" in order to design the Letter:
   
9. Here you can design what you want the Letter to be, for example, let's type a Subject and select the Sender of the Letter, add also some Description and the Date:
   
10. Whn you are done, Save and Close the dialog:
    
11. Finally, activate the Workflow:
    
12. Now let's create a new Account to see how it works:
    
    After entering some data, Save and Close the new Account form.
13. Now on the Accounts list, search for the Account we just created, to see the Letter attached to it. Go to Advanced Search, and set the following search: " ACCOUNT NAME - CONTAINS - SEBASTIAN ":  (click on Results to see the required record)
    
    
14. We have found the new Account created:
    
15. Open the Account and then go to the Activities:
    
16. There you will see the Letter that the Workflow created automatically:
    
17. Open the Letter and take a look at the data in it:
    
    
    
    
    That's all...Enjoy Dynamics CRM !!!
    
    
    
    כתב: כרמל שוורצמן