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workflow emails to non-Exchange users RRS feed

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    Hi,

    We have contractors who use our CRM system.  I would like to email them when an entity is assigned to them, but I'm not sure if an Exchange account is necessary.  They have AD accounts and we could set up email for them (currently they only have access to CRM on our network), but it would be easier for all if I could send messages to their individual emails outside of our organization.

    Any experience with this?

    Thanks!!
    gg
    Tuesday, March 9, 2010 2:30 PM

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    Hi,

    you can assign a external eMail address to the user and send an email to the user over the crm to the external eMail addres
    Viele Grüße

    Michael Sulz
    MVP für Microsoft Dynamics CRM
    • Proposed as answer by Donna EdwardsMVP Tuesday, March 9, 2010 3:44 PM
    • Marked as answer by geeky girly Tuesday, March 9, 2010 10:31 PM
    Tuesday, March 9, 2010 2:36 PM
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    If for whatever reason you don't want to apply the external e-mail address to the CRM user record, there are a couple of other options that would work. 

    You can create a Check Condition in the workflow that first checks the entity owner and then sets the To with the external e-mail address based on who was assigned the record.  Of course, if you have several contractors this would required several check condition steps and each check condition requires a Send E-mail step.

    The other option is to create a Contact record for each Contractor and apply the external e-mail address to that record.

    Micheal's suggestion is the easiest if you are able to apply the external e-mail address to the user record.
    Best Regards | Twitter: edwardsdna
    • Marked as answer by Jim Glass Jr Tuesday, March 9, 2010 3:59 PM
    • Unmarked as answer by geeky girly Tuesday, March 9, 2010 4:26 PM
    • Marked as answer by geeky girly Tuesday, March 9, 2010 10:31 PM
    Tuesday, March 9, 2010 3:47 PM

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  • Question
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    Hi,

    you can assign a external eMail address to the user and send an email to the user over the crm to the external eMail addres
    Viele Grüße

    Michael Sulz
    MVP für Microsoft Dynamics CRM
    • Proposed as answer by Donna EdwardsMVP Tuesday, March 9, 2010 3:44 PM
    • Marked as answer by geeky girly Tuesday, March 9, 2010 10:31 PM
    Tuesday, March 9, 2010 2:36 PM
  • Question
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    If for whatever reason you don't want to apply the external e-mail address to the CRM user record, there are a couple of other options that would work. 

    You can create a Check Condition in the workflow that first checks the entity owner and then sets the To with the external e-mail address based on who was assigned the record.  Of course, if you have several contractors this would required several check condition steps and each check condition requires a Send E-mail step.

    The other option is to create a Contact record for each Contractor and apply the external e-mail address to that record.

    Micheal's suggestion is the easiest if you are able to apply the external e-mail address to the user record.
    Best Regards | Twitter: edwardsdna
    • Marked as answer by Jim Glass Jr Tuesday, March 9, 2010 3:59 PM
    • Unmarked as answer by geeky girly Tuesday, March 9, 2010 4:26 PM
    • Marked as answer by geeky girly Tuesday, March 9, 2010 10:31 PM
    Tuesday, March 9, 2010 3:47 PM
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    Hi Donna and Michael,

    I'm fine with applying the external email address to the CRM user record, but it doesn't seem to work, so I thought it might not be possible (i.e. only the domain/exchange email would work).  Is there a setting I need to use in order to use the external email there?  I tried testing with the different user email options (forward, CRM, email router), and none worked.

    I can try your option of Check Condition for each contractor, but it would be cleaner using the user account's email.  I'm not sure why the messages are not sending, so I'm not sure this would work - I feel like I'm missing something in the email configuration??

    Thanks!!
    gg
    Tuesday, March 9, 2010 4:30 PM
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    After digging through event logs, it appears that the issue was with the outgoing account, not with the non-Exchange user emails.

    Thanks for the help!
    Tuesday, March 9, 2010 10:31 PM
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    You're welcome.
    Best Regards | Twitter: edwardsdna
    Wednesday, March 10, 2010 12:58 PM