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Automatic email reminder using workflow RRS feed

  • Question

  • Hi, I have created a workflow to send an email when activity start date is reached. I followed the steps listed below:

    - Scope chosen was Organitazion.
    - Ticked for when record is created
    - Ticked for when attribute is changed, selected activity startDate.
    - Added a Step called Wait condition
    - Clicked to specify this workflow condition.
       *  Chose “Timeout” attribute and “Equals” to Activity Start Date 
       *  Chose “After”, and then the attribute that to “timeout”, the Activity Start Date
    - Saved
    - Added another step to check teh status of the Activity
    - Added a last step to send the email

    The workflow did not send teh email. Not sure what I missed, could it be because I did not specify on what conditions the workflow is available to run. I was not sure if it should be On demand or child workflow. Any help is greatly appreciated.
    Friday, May 29, 2009 6:30 PM

Answers

  • Most people will use a scheduled report to mail those out if they have to have an email.  Otherwise a view is set up for users within CRM so that they open CRM, and look at their view of "My Calls to Make Today".  Out of the box people can be in Activities and set the due date to Today, or even Overdue and that will show them what they need to know.

    I've seen a lot of people who want that reminder email but after receiving the automatic email a few times they start to ignore it or delete it because they do take action directly off of the email.  You could embed links within the email but either way they're going to end up in CRM. 

    Other than training or automatically emailing, you could take a look at the RSS Feed Accelerator that Microsoft put out and it basically takes a view and has each record (in your case, each phone call) show up as an RSS Feed item for them and they can get linked right into the activity they need to close out from there.

    Maybe that's more useful.

    Fronk


    http://dmcrm.blogspot.com
    Tuesday, September 1, 2009 9:28 PM

All replies

  • Friday, May 29, 2009 6:56 PM
  • Hi Glora,
    1) did you publish the workflow ?
    2) check if there is system job created for your appointment.
    Friday, May 29, 2009 8:50 PM
  • Glora,

    Both links look good and help describe what you are trying to do.  My first question to you is did you publish your workflow?  If your workflow is still in Draft status then it will never run.  You MUST publish in order for the workflow to run.

    If the workflow is published, was an email activity created?  If you don't have a specific hotfix applied to your CRM system only email activities will be created and they will not be sent.

    "On Demand" workflows are to be used to apply the specific workflow manually.  For what you are trying to do you want yours to happen on the creation of the record, so "On Demand" isn't necessary.  You can use it but you don't have to.

    This also should be the "parent" workflow, so you don't need to mark it as a child workflow.

    Fronk


    http://dmcrm.blogspot.com
    Friday, May 29, 2009 8:54 PM
  • Hi, I did publish the workflow. To answer your second question, no the email activiy was not created. My workflow condition reads:

    - Wait condition : Minutes:2 Before Activity:Actual Start
    - then: Send Email

    After creating the workflow, I tried testing it by creating a new activity and giving the actual start date as current date, 10 minutes from now. I expected the mail to be sent 2 minutes before the actual start date and time, but it did not happen. Any ideas from these information? Thanks
    Friday, May 29, 2009 9:52 PM
  • Hi, I was asking if System Job entry is created for your workflow. You should go to Settings/Workflows open YourWorkflow and under System Jobs choose Workflows. In the grid you should be able to see your workflow instances. When you open one of entries you can check your Workflow Progress.
    You can also enable "On Demand" option and manually start the workflow from appointment Run Workflow menu and then check system jobs.
    One more thing, you should check if your Microsoft CRM Asynchronous Service is running.


    Hope this will help you.
    Grzegorz
    Saturday, May 30, 2009 6:27 AM
  • Hi , I see the entries but the email is not sent.
    Tuesday, June 2, 2009 5:53 PM
  • If the emails aren't sent then you either need to look at errors from your email router (and/or communication between your CRM and email server) or you need to make sure the hotfix that automatically sends mass emails has been applied to your system. 

    Here are some links to check out that hotfix:

    http://support.microsoft.com/kb/911520 (this fix is included in CRM 3.0 Rollup 1)

    http://support.microsoft.com/kb/954673/EN-US/ (for 4.0)

    Verify that you can send emails manually out of CRM.  If you can't do that, none of your automated stuff will work.  If you can, then you'll need to check to make sure you're CRM is up to date on all the rollups, specifically looking for the hotfixes regarding this issue.

    Also, just in case you need it, here's a list of all the hotfixes for CRM 4.0:

    http://support.microsoft.com/kb/949256

    Hopefully this gets you moving a bit.

    Fronk
    http://dmcrm.blogspot.com
    Wednesday, June 3, 2009 4:22 PM
  • Is your email router even set up? I guess that's the first question I have.
    Wednesday, June 3, 2009 8:25 PM
  • I am trying to use your process here, but I can't seem to find the right record type.  I want a email reminder whe activities come due on contact records.  I can never find Activity anywhere.  It's like it is intentionally excluded form the DB.  Am I BLIND?

    Tanks, Keith
    Tuesday, September 1, 2009 8:54 PM
  • It's the Primary Entity that keeps messing me up.  The only Activity listed is for Services and we don't use that module.  I need an email reminder when I create a phone call Activity on an Opportunity to send my Sales staff an email.
    Thanks, Keith 
    Tuesday, September 1, 2009 8:58 PM
  • Keith,

    You won't see "Activity" in the list, since Activities are made up of a bunch of other record types.  So, your workflow should be set up against the phone call.  The workflow should create a new email X days (some specificed time) before the due date.  You can use whatever date you want from the Phone Call or related records just make sure that you build your workflow off of the specific activity entity.

    Hope that helps,

    Fronk
    http://dmcrm.blogspot.com
    Tuesday, September 1, 2009 9:00 PM
  • That's CRAZY though....  We set up dozens of phone calls to be made in the future.  I just want one workflow that looks at the due date and sends my team a daily reminder of all their calls to be made that day.....  GOD, please bring back Lotus Notes!  Microsoft's Workflow is pathetic!
    Tuesday, September 1, 2009 9:20 PM
  • Most people will use a scheduled report to mail those out if they have to have an email.  Otherwise a view is set up for users within CRM so that they open CRM, and look at their view of "My Calls to Make Today".  Out of the box people can be in Activities and set the due date to Today, or even Overdue and that will show them what they need to know.

    I've seen a lot of people who want that reminder email but after receiving the automatic email a few times they start to ignore it or delete it because they do take action directly off of the email.  You could embed links within the email but either way they're going to end up in CRM. 

    Other than training or automatically emailing, you could take a look at the RSS Feed Accelerator that Microsoft put out and it basically takes a view and has each record (in your case, each phone call) show up as an RSS Feed item for them and they can get linked right into the activity they need to close out from there.

    Maybe that's more useful.

    Fronk


    http://dmcrm.blogspot.com
    Tuesday, September 1, 2009 9:28 PM
  • Well, you make a strong point.  We'll just use the views and forget the email reminder altogether.  Thanks for your time.
    Keith
    Tuesday, September 1, 2009 9:41 PM