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Linking Workflow email to custom entity RRS feed

  • Question

  • Dear All:

    I have created a workflow that will be sending an email out once a case is opened.   In the case window there is a custom 'look up record' window directed to a custom entity.  The custom entity contains contact information for the individuals that will be responsible for/assigned to the case.  Once the case is created I want an email to be sent out the the individual that has been selected alerting them of what they need to do.  The issue I am facing is not being able to auto populate the "to" field when creating a workflow email.  I have a 1:N relationship between the case and my custom entity, but in the 'Set Properties' window (while customizing the workflow email) when case-->expert (expert is the name of my custom entity) is selected the drop down does not give me the option to select email.  If I select to import it into a different field (ie category) I am given the option for email.  Even if I copy what is created in the category field into the email field, it does not work.  I also changed the attribute type to email, did not work.  If anyone has any advice or solution it would be greatly appreciated.

     

    Best Regards -

     

    DK

    Monday, June 6, 2011 1:12 PM

Answers

  • In CRM4 you could use an emailable entity (such as lead) and repurpose it, instead of creating your own custom entity because custom entities are not emailable in CRM 4.0.

    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 3:37 PM
    Moderator

All replies

  • The case.Expert is a lookup to a c ustom entity?

    In that case you need to mark your custom entity as "email-able". To do so, go to customizastion->Customize The system --> Your Entity and check the box that says "Sending e-mail".

     

    You will need to have an email address field in your custom entity. Once you do this, publish all customizations, then open the workflow designer againn (you must close it and re-open it) and the attrbiute "expert" will be avilable to place in the "to" field of the email.


    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 1:24 PM
    Moderator
  • Thanks for the reply,

    I am not sure where I can find this window your refereing to.  I am using CRM 4.0.   I cannot find a 'customize the system option' 

    any thoughts?

     

    thanks

    Monday, June 6, 2011 2:05 PM
  • Hi,

    I am afraid that you might have to recreate the entity because Sending e-mail option in Custom Entity Customizaiton Properties  can only be enable during creating a new custom entity.


    Thank You,
    Jehanzeb Javeed,
    http://worldofdynamics.blogspot.com
    Linked-In Profile |CodePlex Profile

     



    If you find this post helpful then please "Vote as Helpful" and "Mark As Answer".
    Monday, June 6, 2011 2:09 PM
  • I am using CRM 4.0 not CRM 2011.  This is not an option when setting up a new entity in 4.0.

     

    Thanks

    Monday, June 6, 2011 2:16 PM
  • In CRM4 you should find that section in the Customizations section, and then navigate to your entity.

    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 2:21 PM
    Moderator
  • Agreed.  However once you bring up the entity options there is no 'Sending an Email' option.  If I create a new entity just to see if that option can only be selected upon creation, that option still does not exsist anywhere.

    Monday, June 6, 2011 2:33 PM
  • I See, I think the feature does not exist in CRM 4.0. You need to use emailable entities in order to be able to use them from a send email step in workflow


    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 2:59 PM
    Moderator
  • Hi,

    Yes this option is available in CRM 2011 not in CRM 4.0. In CRM 4.0 you can send an emails to unresolve senders but you have to fix that email address and it can not be dynamic field value. To enable option for sending an email to unresolve senders: In CRM Go to Settings->Administraiton->System Settings->Email Tab and change "Allow Message to with Unresolved e-mail recipients to be sent" field value to Yes.

    By using the above email functionality, you can develop a Custom Workflow Activity to send email to custom entitiy contacts:

    1. Custom workflow Activty will take email Message field, Email Address text field as an input paramter

    2. Update Email Message To field with E-mail Address Text field

    3. call SDK SendEmailRequest to send the Email Message

    So still you can write email message in workflow but for sending you need to call a custom worrkflow activity function.


    Thank You,
    Jehanzeb Javeed,
    http://worldofdynamics.blogspot.com
    Linked-In Profile |CodePlex Profile



    If you find this post helpful then please "Vote as Helpful" and "Mark As Answer".
    Monday, June 6, 2011 3:09 PM
  • In CRM4 you could use an emailable entity (such as lead) and repurpose it, instead of creating your own custom entity because custom entities are not emailable in CRM 4.0.

    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 3:37 PM
    Moderator
  • In CRM4 you could use an emailable entity (such as lead) and repurpose it, instead of creating your own custom entity because custom entities are not emailable in CRM 4.0.

    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 3:37 PM
    Moderator
  • Thank you both for the help.  In the end I am just going to use the Lead entity to solve the problem.  I did not realize that in this particular case the leads entity is not in use, so it should be perfect.  I hope to not face this issue in the future and am happy to see that CRM 2011 includes this functionality.   Again, thanks for the help it is greatly appreciated.

     

    DK

    Monday, June 6, 2011 4:41 PM
  • That's a typical workaround that is good for CRM4, I'm glad it worked for you.

    Please mark the useful replies as answers in this thread


    Gonzalo | gonzaloruizcrm.blogspot.com

    Monday, June 6, 2011 4:44 PM
    Moderator