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How to assign a task to a non crm user? RRS feed

  • Question

  • How to assign a task to a non crm user? A person who is not CRM user can he/she could close the task?

    Suppose I want to assign the activity “task” to an email. The owner hast to be a system user in standard CRM, but the possibility to write an email address instead an system user. The person receiving this email should then be able to edit / close the task. Will it be possible because not every company employee has user access to CRM?  

    Thursday, June 10, 2010 1:35 PM

Answers

  • You can send an e-mail to anyone (contact or user)

    You can not assign a task to a non-licensed CRM user

    You can receive an e-mail response from any e-mail address

    So you have to figure out if you are going to purchase a license for that user or come up with a different solution where that user is simply a contact in your circle of communication.

     

    One warning CRM gets very unhappy if a true user is setup as a user AND as a contact with the same e-mail address.

     

    Friday, June 11, 2010 11:53 AM

All replies

  • Hi Ankit,

    You  cann't assign a Task to someone who is not a MS CRM user. It has to be a MS CRM user only then u can assign the task to it and he will  be able to close it.

    However, in case  you don't want to create additional users for mS CRM, one possible work-around is to close the tasks using some ms crm user. For this you  can create a custom asp.net page and ask the user to use this page to close the Task. Here in the code you can use any hard code MS CRM User to close the task.  Meanwhile you can create a custom NVarchar Field (on task entity) and save the user name(who is not a MS CRM user) who actually closed the task.


    Muhammad Ali Khan
    http://malikhan.wordpress.com
    Thursday, June 10, 2010 1:50 PM
  • On creation of the task send an e-mail to the external user, track the e-mail, process the response to the e-mail with a business process that completes the activity. You could also automate possibly by placing a key word in the outgoing e-mail or outgoing subject line that you then look for within incoming tracked e-mails.

     

    Just some ideas

     

     

     

     

    Thursday, June 10, 2010 1:51 PM
  • Hi Muhammad Ali khan,

    Thanks for the quick response.

    I think as per your work around I could only close the task by using crm user instead of the actual user who clicked on the link to close it. Fine but what about the assignment? Don't you have work around for that?

    Thursday, June 10, 2010 1:56 PM
  • Hi The CRM Lady,

    Have you implemented such business process solution?

     

    Thursday, June 10, 2010 1:59 PM
  • Hi,

    Yes,  unfornately, Even  for assignment to some user that user  has to be in MS CRM


    Muhammad Ali Khan
    http://malikhan.wordpress.com
    Thursday, June 10, 2010 2:20 PM
  • Hi Muhammad Ali khan,

    Thanks again for the response.

    I think this workaround should work in my case.. Still no sure.. will do some thought process on that.

     

     

    Thursday, June 10, 2010 2:41 PM
  • Microsoft's licensing specifically states that each person who uses CRM must be licensed to do so, and it tracks this through it's "systemuser" record, which is tied together with Active Directory only for these licensing validations.  Your "external users" don't have to own a record to close it, but the Owner of any record in CRM 4 must be a "systemuser" record (look for team-based ownership in CRM 5 to make this somewhat easier to manage conceptually).

    If you deployed an externally-facing portal page for these external users, as Muhammad recommends, which authenticates them from a custom user database, and then uses a proxy, service account to communicate and take action on CRM records, you could meet the requirement of allowing external users to interact with CRM data.  However, you would also have to acquire an "External Connector" license for CRM (thankfully, however, you only need 1, and it applies to any number of external users).


    Dave Berry
    Thursday, June 10, 2010 8:23 PM
    Moderator
  • You can send an e-mail to anyone (contact or user)

    You can not assign a task to a non-licensed CRM user

    You can receive an e-mail response from any e-mail address

    So you have to figure out if you are going to purchase a license for that user or come up with a different solution where that user is simply a contact in your circle of communication.

     

    One warning CRM gets very unhappy if a true user is setup as a user AND as a contact with the same e-mail address.

     

    Friday, June 11, 2010 11:53 AM