This article explains how to configure a workflow with AutoMerge for Microsoft Dynamics CRM 2013 Online. The steps described below solely refer to AutoMerge for MS Dynamics CRM 2013 Online. For details about how to create a workflow with AutoMerge for MS Dynamics CRM On-Premise, please watch our demonstration videos on our YouTube channel. (Click here to watch the videos)

How to create a workflow with AutoMerge for Microsoft Dynamics CRM 2013 Online:
First of all, start in the settings of your CRM system and click on ’Processes’ in the Ribbon. (See screenshots below) 

 
Figure 1: Open Settings>Processes

Following window appears:

Figure 2: Processes-area in CRM settings

Then click on ‘New’ to create a new workflow. A webpage dialog pops up. Type in a name, determine an entity and choose ‘Workflow’ as the process category. Afterwards, click on ‘OK’.

Figure 3: Webpage dialog to create a new workflow/dialog.
After clicking on ‘OK’, you will see the following window. Start to define and add the steps you would like to have in your workflow. If you would like to e.g. create the document as a first step of your workflow, click on the ’Add Step’-drop-down menu and select ‘Create Record’.


Figure 4: Window for workflow-configuration.

Now, the first step is added to your workflow. Type in a description of the step, e.g. create document. Afterwards, open the drop-down menu within this first step, select ‘MSCRM-ADDONS.com AutoMergeWorkingItems’ and click on ‘Set Properties’. 

Figure 5: window for workflow configuration, creation of first workflow-step ‘CreateDocument’

The following window will open to configure the first step of your workflow. Type in a name and define the AutoMerge-action. In our example, we select the action ‘CreateDocument’.

Figure 6: window for workflow-step configuration, definition of a name and of the AutoMergeAction ‘CreateDocument’.

After that, choose the template to be used within the workflow (see screenshot ellipse 1) and the file format the document should be saved as (see screenshot ellipse 2).

Furthermore, it is very important to insert the ‘PrimaryRecordUrl’. For that, set the cursor in the ‘PrimaryRecordUrl’-field and go to the ‘Look for’-area within the form assistant on the right side. Select ‘Record URL(Dynamics)’ from the second drop-down-menu (see screenshot below, ellipse 3 and 4), click on ‘Add’ and then on ‘OK’. After that, the ‘PrimaryRecordUrl’-field is filled out automatically. (see screenshot below, colored in yellow) Click on ‘Save and Close’.

Figure 7: window for workflow-step configuration, definition of the template to be used in the workflow, the file format the document should be saved as and the PrimaryRecordUrl.

Figure 8: window for workflow-step configuration, configuration of first workflow-step finished.

The first step of your workflow is now added and fully configured. In case you want to stop your workflow at this point, you can click on ‘Save and Close’ and finish here. In case you want to add further steps to your workflow, define a condition to be fulfilled before adding further steps. For example, if you want to create a letter-activity with the previously generated document as an attachment, you need to make sure that the document creation is completed before attaching the document to the letter activity. To do so, open the ‘Add-Step’ drop-down menu again and select ‘Wait Condition’. (S

Figure 9: window for workflow configuration, ‘Wait condition’-step added.

The step is added to the workflow. Type in a step description and click on ‘ (click to configure)’. 

Figure 10: window for workflow configuration, ‘Wait Condition’-step added.

After that, a window pops up. In this window, you can define the condition to be fulfilled for workflow proceeding. In our case, we select ‘Create document (MSCRM-ADDONS.com AutoMergeWorkingItems)’ from the first drop-down menu, ‘Status’ from the second drop-down menu, ‘Equals’ from the third drop-down menu and ‘Inactive’ from the fourth drop-down menu. (see screenshots below). Click on save and close. Now, you have determined that step 2 of your workflow (in our example to attach the created document to a letter-activity) will only be executed if the first step, namely the document generation, has finished successfully.

Figure 11: window to configure ‘Wait Condition’-step

Figure 12: window to configure ‘Wait Condition’-step

Afterwards, your workflow configuration will look like in Figure 13.

Figure 13: window for workflow configuration, ‘Wait condition’-step added and configured

To add another step, e.g. to create a letter-activity, click on ‘Select this row and click Add Step’ (see screenshot ellipse 1) and afterwards on ‘Add Step’. 

Figure 14: window for workflow configuration, add workflow-step 2 ‘letter’

Then, select ‘Create Record’ from the drop-down menu. The new step is now added to your workflow and ready for configuration. Type in a step description (e.g. Attach document to letter), open the drop-down menu within this second step and select ‘Letter’. 


Figure 15: window for workflow configuration, workflow-step ‘letter’ added. Click to enlarge.

Afterwards, click on ‘Set Properties’ and a letter-activity-window will open. Within this window, define a sender, a subject and type in your letter-text. Then, set the cursor in the ‘Recipient’-field to define the recipient. To do so, go to the ‘Look for’-area within the form assistant on the right side. Select ‘Account’ in both drop-down-menus, click on ‘Add’ and then on ‘OK’. Now the ‘Recipient’-field is filled out correctly.

Figure 16: window to configure letter-activityClick on ‘Save and Close’. Now you are back in the general workflow-window again and you can see the added and completely configured letter-activity. In a next step, you have to define that the previously created document should be added to this letter-activity. For that, click on ‘Add Step’ and select ‘Create Record’ from the drop-down menu. 

Figure 17: window for workflow configuration, add ‘AttachToLetter’-step.

Type in a step description and open the drop-down menu within this step. Select ‘MSCRM-ADDONS.com AutoMergeWorkingItems’. Then, click on ‘Set Properties’.

Figure 18: window for workflow configuration, add ‘AttachToLetter’-step.A window will pop up to configure the ‘AttachToLetter’-workflow-step. Put a name and define the AutoMerge action (in this example choose ‘AttachToLetter’, see screenshot, ellipse 1) Within the ‘Attach to Letter’-section, determine the letter-activity to which the created document should be attached to (see screenshot ‘LetterToAttach-field, ellipse 2) and the document which should be attached (see screenshot ‘DocumentGUID_Letter’-field, ellipse 2).

Figure 19: window to configure workflow-step, configure ‘AttachToLetter’-step.

For determining the letter-activity the document should be attached to, set the cursor in the ‘LetterToAttach’-filed in the ‘Attach To Letter’-area (see screenshot, ellipse 1) and select the correct letter-activity from the drop-down menu in the ‘Look For’-area within the form assistant on the right side. (See screenshot, ellipse 2). After that, click on ‘Add’ and ‘OK’.

Figure 20: window to configure workflow-step, configure ‘AttachToLetter’-step. 

To determine the document to be attached, set the cursor in the ‘DocumentGUID_Letter’-field (see screenshot, ellipse 1) and select the correct document from the drop-down box in the ‘Look For’-area within the form assistant on the right side. (See screenshot, ellipse 2) Click on ‘Add’ and ‘OK’.

Figure 21: window to configure workflow-step, configure ‘AttachToLetter’-step.

You have now completed the configuration of this step. Click on save and close. In case you want to stop your workflow at this point, you can click on ‘save and close’ within the general workflow-configuration-window and finish here. In case you want to add further steps to your workflow, you have to define a condition to be fulfilled before you add further workflow-steps. In that case, open the ‘Add-Step’ drop-down menu again and select ‘Wait Condition’. Click on ‘ (click to configure)’ and a window will pop up. In this window, define which condition has to be fulfilled for further workflow proceeding. In our example, we want the workflow to proceed when the created document has been attached to the letter-activity. In our case, we select ‘Attach document to letter step 2 (MSCRM-ADDONS.com AutoMergeWorkingItems)’ from the first drop-down menu, ‘Status’ from the second drop-down menu, ‘Equals’ from the third drop-down menu and ‘Inactive’ from the fourth drop-down menu. (See screenshots below). Click on ‘Save and Close’.

Figure 22: window to configure ‘Wait Condition’-step.

Now you can add another workflow-step. In our example, we want the document to be deleted after it has been attached to the letter-activity. To do so, click on ‘Select this row and click’ and open the ’Add Step’-drop-down menu. Select ‘Create Record’. Afterwards, type in a step-description, choose ‘MSCRM-ADDONS.com AutoMergeWorkingItems’ from the drop-down box within the step and click on ‘Set Properties’. A window will pop up in which you can determine that the created document should be deleted after it has been attached to the letter-activity. For that, put a name and an AutoMerge activity (in our example ‘DeleteTempDocument’). Afterwards, click in the ‘DocumentGUID_Delete’-field within the ‘Delete Temp Document’-area (see screenshot, ellipse 1) and select the document to be deleted from the drop-down box in the ‘Look For’-area within the form assistant. (See screenshot, ellipse 2).

Figure 23: window to configure workflow-step, configure ‘Delete Temp Document’-step.

Click on ‘Save and Close’. After that, you have finished your workflow configuration and you can click on ‘Save and Close’.

Figure 24: window to configure workflow, workflow-configuration finished.

That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.

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