Reminder Email Notifications using Workflow (with no coding)

March 17, 2017

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Balamurugan Balasundaram

Practice Head - MS Dynamics CRM

Workflows are a valued tool within Microsoft Dynamics CRM. They really open up a whole new world of no-code customization opportunities. Earlier, one had to either create a technical process using custom OData calls or jScript or plugin. But now with the help of workflows, we can easily build recurring workflows.

If you want to schedule workflows at a certain time, or triggers every night, weekly, bi-weekly or monthly, then you can accomplish this without any difficulty.

Below are the few Business requirements that can be fulfilled utilizing out of the box workflow features!

  • Send periodic bulletin automatically to target customers
  • Send a reminder note every night to team members reminding them about pending tasks
  • A process that monitors contract expiry date and sends out reminders on the basis of this expiry date
  • Send a reminder mail to Approver to approve the request like lead qualification, Account Creation etc.

How to create a recursive workflow to be executed every 24 hours.

In this example, we will create a workflow to be executed 24 hours, which will send a reminder note to team members reminding them to complete their tasks (if the task is not completed in 24 hours).

Step 1: Navigate to Setting-->Process-->Click “New”

Create workflow within MS Dynamics CRM

Step 2: - Enter “Process name” --> Select “Category” as “Workflow” -->Select “Entity” as “Task” --> Click “Ok”

MS Dynamics CRM worflow creation

Step 3: A new window will open for designing the workflow process as displayed below.

Designing a new workflow process in MS Dynamics CRM

Step 4: Click “Add Step” and select “Check Condition” from available options, here we will define conditions that are needed for this process to move forward

Set the condition for saying task activity “Status” is “Open”

Adding check condition in workflow within MS Dynamics CRM

Now we want the workflow to wait for till either of two conditions are met.

Condition 1: - Action to be taken if task gets completed before 24 hours (basically none as the task got competed in due time as per our scenario) - we will stop the workflow in this case.

Condition 2: - Action to be taken if task takes more than 24 hours - we will send an email to the respective owner in this case.

Step 6: Select the row, click “Add Step” and click “Wait Condition”.

Add wait condition in workflow within MS Dynamics CRM

Add check and wait condition in workflow within MS Dynamics CRM

Step 7: Specify Condition & Click on “Save and Close”. Add a “Wait condition” to check if tasks are completed or cancelled. If done, we stop workflow with status as succeeded.

Specify conditions in processes in Dynamics CRM

Specifying stop workflow condition in workflow

Specifying stop workflow condition in workflow

Step 8: Now set the other wait condition with a process timeout that waits for 1 day or 24 hours. Select “Wait until”, click “Add Step” and click “Parallel Wait Branch”.

parallel wait branch condition in MS Dynamics CRM

parallel wait branch condition in MS Dynamics CRM

Step 9: Set the Process Timeout Condition. Email Notification Date is a Custom Attribute which helps in capturing the Date/Time to send the Notifications.

*To Update Email Notification Date, we will create a separate workflow or Business Rule which will update Task “Created On” Date to “Email Notification Date”.

What is Process Timeout Condition in MS Dynamics CRM

Also Define the Actions that would like to occur for each wait condition, here we are sending a reminder email.

Send email notification in MS Dynamics CRM workflow

Send email notification in MS Dynamics CRM workflow

Step 10: Set the Email Template which will be used for reminder email.

Set up email template in MS Dynamics CRM workflows

Step 11: The most important step is to update the next reminder email notification Date and Time. For that, we need to update the timings 1 day or 24 Hours plus the previous time. This is to ensure that the workflow will trigger again & send email notifications after every 24 Hours until the condition is met.

Set reminder email notifications in Workflows

Set reminder email notifications in Workflows

update date and time for next reminder notification in workflows of MS CRM

Step 12: Save and Activate the Workflow. It will run for every task that is created.

Step 13: Create new task and validate the workflow. You can check for more details in the Process Session.

*Note: To validate you can change the timings from 24 Hours to 5 min.

Workflows can help us in several ways.

  • Automatic Reminders are set
  • Team communication is increased
  • Time & Cost is Decreased
  • Less Resource Count

JavaScript or plugins are avoided in such processes and this can be updated easily if need be!

You can use the same logic and setup process for your own Sales Follow-up Workflows to fit your own organizational needs.

If you would like to know more about our MS Dynamics CRM Services, then do leave an enquiry with us here.

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