3 Must Know Workflows in Microsoft Dynamics CRM 2011

3 Must Know Workflows in Microsoft Dynamics CRM 2011

The workflow functionality in Microsoft Dynamics CRM 2011 is both powerful in helping you manage your business processes more effectively and simple in that they can be created by a business analyst or administrator without having to write any code.

We get asked all the time about workflow capabilities in Microsoft Dynamics CRM and so I put together the 3 examples below to illustrate some common scenarios:

  1. How do I assign a record to a given owner based on certain criteria?
  2. How do I automatically create a new record when an event happens in CRM?
  3. How do I automatically update a record when an event happens in CRM?

 

So, let's get to work!
Here are 3 simple workflows to illustrate the above scenarios:

 

  1. Assigning a Lead automatically to the right Sales Person

    In this workflow the objective is to automatically assign the leads according to the industry type (another common scenario is the location of the lead).

    You can build this workflow by:

    1. Going to Settings -> Processes -> "New Process"
    2. Process name: "Lead Assignment", "Entity = Lead", "Category = Workflow"
    3. Set the Scope = Organization
    4. Start when: Record is Created
    5. Add Step: "Check Condition"
    6. If "Lead: Industry equals: Accounting; Brokers; Consulting; Financial
    7. "Click" on "Select this row and click Add Step"
    8. Assign Record to "Select User or Team"
    9. Highlight the area around the "If Lead: Industry equals…" (see screen shot below) and then click "Add Step" and select
      1. "Conditional Branch" to get the "Otherwise with more criteria to add
      2. "Default Action" to set all other scenarios to assign the lead to 1 other User or Team
    10. "Click" on "Select this row and click Add Step"
    11. Select "Assign Record" and select your "User or Team"


If your workflow looks like the screen shot below, you are ready to "Activate" and go test your workflow!


 

Adding a Phone Call Record automatically to the newly created Lead

In this workflow the objective is to automatically create a phone call record for the inside sales person to call this lead now that it has been created.

You can build this workflow by:

  1. Going to Settings -> Processes -> "New Process"
  2. Process name: "Add Phone Call Qualification to New Lead", "Entity = Lead", "Category = Workflow"
  3. Set the Scope = Organization
  4. Start when: Record is Created
  5. Add Step: "Create Record"
  6. Create: Phone Call
  7. Click on "Set Properties" (this will open a new window that will allow you to configure what you want in the Phone Call Record
  8. Click into "Sender" field and then select Look for: Lead and then Select: Owner
  9. Continue to configure the Phone call record to pre-populate fields like Recipient, Phone Number, Subject, Description, Regarding, Owner, Due
  10. Click on "Save and Close"


 

If your workflow looks like the screen shot below, you are ready to "Activate" and go test your workflow!

 


 

Updating the Relationship Type on the Account Record to Customer after an Opportunity is Won

In this workflow the objective is to automatically update the Account record Relationship Type = Customer when an Opportunity is set to Won.

You can build this workflow by:

  1. Going to Settings -> Processes -> "New Process"
  2. Process name: "Update Account to Client on Opportunity Won", "Entity = Opportunity", "Category = Workflow"
  3. Set the Scope = Organization
  4. Start when: Record status changes
  5. Add Step: "Check Condition"
  6. If Opportunity: Status = Won"
  7. "Click" on "Select this row and click Add Step"
  8. Update Record: "Potential Customer (Account)
  9. Click on "Set Properties" and set "Relationship Type = Client"
  10. Click Save and Close


If your workflow looks like the screen shot below, you are ready to "Activate" and go test your workflow!

 



Finally, here are some additional YouTube videos that we created to further help you better understand workflows in Microsoft Dynamics CRM 2011:

1) Creating Workflows - Microsoft Dynamics CRM 2011 Series by Zero2Ten - http://youtu.be/1B5efFw5Vpk
2) Keeping on top of your Pipeline - Microsoft Dynamics CRM 2011 Series by Zero2Ten - http://youtu.be/WCZ10hc0GQM

 

Send me your feedback and let me know if you successfully get all of these workflows (or similar) going in your CRM 2011 instance.


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