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How to Auto email when a lead is assigned to a user using workflow? RRS feed

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    Hi Guys,

    For MS CRM4 can anyone tell me step by step or at least naviagate me to the link which explains,

    Using workflow, when I assign a lead to an user an email has to be generated  and sent automatically to the user as a notification.
    I tried exploring the net and found solutions related to CRM3 and not crm4.

    Thanx in advance

    Regards
    Prince
    Monday, June 8, 2009 10:14 AM

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    Hi Prince,

    You could create a new workflow within CRM 4 for that

    Go to settings->workflow and create a new workflow,

    Select entity as lead and in start when select Record is assigned and then add a step for send email where you could set it as a dynamic value for owner using the form assistant

    Regards,
    Nishant Rana
    http://nishantrana.wordpress.com
    Monday, June 8, 2009 11:36 AM
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    Hi Nishant,

    Thanx for your prompt response. Appreciate... I want the email to be generated and sent to the user instantly the moment I assign the lead to the user. Eventually I shld find the email as sent in the history.

    What dynamic value shld I provide at the "due date" of the email so that it is sent immediately when lead is assigned? We have date fields as "created on, modified on..etc". I have to insert the "Assign Date" on the due date field, when lead is assigned. What would be the value here?

    Thanx
    Prince
    Monday, June 8, 2009 11:56 AM
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    Hi Prince,

    Workflows are asynchronous, we can't always be sure that they would be processed immediately. If you need such a behavior than you could write a plugin for that in post assign event for sending mail !

    Regards,
    Nishant Rana
    http://nishantrana.wordpress.com
    Monday, June 8, 2009 12:29 PM
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    Hello,

    Let it may not be sent immediately but what value shld I be defining at the "due date" of the email after lead is assigned. At which date the email will be sent?
    Or is it that the user has to go to the activities and send the email manually? In such a scenario it wont meet the "Auto email sent" provision...

    Pls advice...

    Thanx
    Prince
    Monday, June 8, 2009 12:39 PM
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    Hi,
    Mail would be sent immediately irrespective of the due date selected !



    Regards,
    Nishant Rana
    http://nishantrana.wordpress.com
    • Marked as answer by Prince Sunny Monday, June 8, 2009 2:01 PM
    Monday, June 8, 2009 12:55 PM
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    Thanx Nishant... It works!!   What value should I be giving at the "From" and "To" fields, as in my case the sales manager would be assinging the leads to sales persons.

    I'm a bit confused between the owner and user fields...

    Thanx in advance.

    Regards
    Prince
    Monday, June 8, 2009 1:54 PM
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    Prince, this one is pretty easy (I say that because I was able to do it and I'm still a relative newbie at this.

    I did the same thing you want to do. Create a new Workflow to start when a record is ASSIGNED.
    I then created Send Email task.

    The from is {CreatedBy(Lead)}

    the TO is {Owner(Lead)}

    Monday, June 8, 2009 7:27 PM
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    An alternative to using workflows would be to use the notifications add-on (http://www.codeplex.com/crmaccelerators/Release/ProjectReleases.aspx?ReleaseId=19071 ) . This will allow the users to have an RSS feed telling them of accounts in their name and as new ones are assigned they will appear in the list.

    Very easy to install, even easier to configure (essentially you create a view and click a button), no need for workflow configuration.

    Leon Tribe
    Want to hear me talk about all things CRM? Check out my blog
    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/
    • Proposed as answer by Leon TribeMVP Monday, June 8, 2009 8:26 PM
    • Marked as answer by Prince Sunny Sunday, June 14, 2009 2:52 PM
    Monday, June 8, 2009 8:25 PM
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    Hi Leon,

    Thank you very much for the solution. I tried in VPc and it works. However tried installing it in the crm server and its not installing. There is no error but when I run the setup.exe its not moving on but shows as installing as the status and doesn't get installed. I have no clue? I went and checked and found the files are getting installed in the respective folders but the isv.config file is not getting updated.

    Has anyone else encountered a similar issue like this , I am not sure?

    Regards
    Prince
    Sunday, June 14, 2009 3:03 PM
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    A couple of things. Are you running through IFD? As the current version does not support IFD (my apologies for not confirming sooner). secondly, have you enabled the isv.config in settings? You should be able to at least see the test buttons in the client.

    Leon Tribe
    Want to hear me talk about all things CRM? Check out my blog
    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/
    Sunday, June 14, 2009 7:03 PM
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    No I am not using any IFD environment. Yes I have enabled the ISV.config from the settings tab by selecting applications, outlook and offline outlook.

    I'm using the VPC so I copied the ISV.config xml code of the vpc(Only the RSS part) and pasted it into the servers isv.config file. Now the RSS button is visible but the page is not displaying the RSS instead it is displaying the xml code in the browser. I am missing some link somewhere....


    Regards
    Prince
    Monday, June 15, 2009 9:22 AM