Microsoft Dynamics® CRM Training
Workflows and Wait Conditions
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In Microsoft Dynamics CRM, Workflows are great for automating business processes, especially for non-developers. Even though they can be created by those unfamiliar with coding, they can still be complex. In fact, there is so much that goes into Workflows, so many variations can be made, that one video cannot sufficiently cover this topic. So we’re going to simplify the language of Workflows by featuring individual aspects and functions of that go into building them. By understanding each building block of a Workflow, you’ll be able to create your own tailored to your business.
In this lesson, we’ll examine the Wait Condition, how it functions, and what you can do with it in a Workflow. For the sake of time, we’re going to start in the Process form of a Workflow. If you need more foundational information, please watch “Workflow Overview”.
First, what is a Wait Condition? It is similar to a Timeout, but each serve different purposes. A Timeout is more date and time related, whereas a Wait postpones a Workflow until a condition changes depending on the value of a field. For example, “Wait until Present Proposal is marked complete”.
For this lesson, let’s work with another scenario. Say you’re an account manager that handles Accounts with an annual revenue of $100,000.00 or more. If an Account increases its revenue and meets this benchmark, you want a Workflow that automatically reassigns the Account to you.
As we can see, I’ve set the Scope of this Workflow to Organization, because I want any Account that meets this criteria to be assigned to me. I also set the Workflow to begin when the record is created. This is important. It’s easy to assume that we would set this process to begin when the Annual Revenue field changes, but if the $100,000.00 benchmark isn’t met, it will trigger another process. So if you change the field three times without hitting the benchmark, three system jobs will be triggered. If we set this process to only start upon the creation of the record, only one system job will be triggered, and it will be waiting for the revenue to reach the mark.
Now, I’ll click Add Step and select Wait Condition. Let’s configure the condition by clicking this blue link. In the Specify Condition window, I’ll set the criteria to “Account”, “Annual Revenue”, “Is Greater Than or Equal To”, “100,000.00”. As you can see, we can add more stings of criteria, creating more complex conditions. For this one though, we can click Save and Close.
Back in the Workflow, we’ve specified the condition, but what do we want it to do when the condition is met? We want to reassign the Account to us. So I’ll select the row below the condition and click Add Step > Assign Record.
I make sure that Account is selected, and then I can click the search icon and select myself. Notice that I can assign the Account to other Users too.
Now that I’ve created the Workflow, I can save it, and then Activate it.
Once it is active, I can test it. First I need to create an Account that has an annual revenue below $100,000.00, and has another owner. Once I have the Account open, I’ll change the Annual Revenue to $100,000.00 and save the record. I’ll give the Workflow a moment to run and then reopen the record. Sure enough, I am now the owner of the Account.
For more tips, tricks, and tutorial, please refer to the Success Portal and blog.xrm.com.