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Microsoft Dynamics CRM (Archived)

Create Workflow for Group/Team?

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Hi

Im having trouble with CRM15 workflows.

I am trying to create a Auto-Follow workflow, so we in the company can get our information in What's New, without having to follow everyone. The situation is that it works fine, BUT, it only works for 1 person.
So my question is: Can i create a workflow for a Group/Team?

This is how i set it up:

Workflow

[View:http://postimg.org/image/mcbskq2cd/:320:50]

Create Follow Properties

Regards Jacob

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  • Verified answer
    Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    I've done some simple testing using an on-demand workflow to create a Follow for an Account, where the follow is owned by a Team. A user who is a member of the team does not see posts for that Account record. So you are stuck with creating follows for each user individually.

    You could use a list of Posts or of Notes (both are real, actual records like any other entity). Of course, this will give you some visibility but without things like links back to the related records, and no UI for adding new posts/notes, using "likes" etc.

  • Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    .

  • Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    Thanks for your reply Adam.

    We are trying på create a informationflow in the company of about 500 CRM users. The plan was to make a team follow all posts so they can be kept updated. I see that there might be to much information, but i am working on some filters. This approach might not be the best, which is why i am working on a new Method. I am creating a dashboard, with "What's New" - a list with ALL POSTS and a list with ALL NOTES. i have created a workflow which makes some people automatic follow high priced opportunities.

    My problem again is creating a list for all Notes because "Notes" is not a Record type. So i could create a Iframe with a notes-report - but that does not generate hyperlinks, which is one of the things i desire for this project.

    Hope you have som input for what i can do to increase the workflow in the company.

    Thanks

    Regards

    Jacob

  • Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    I'm not sure that I follow what you are trying to do here, and whether this is the best approach.

    When someone creates an Activity Feed "Post" record, who do you want to see this? Everyone?

    First question: why? Part of the beauty of Activity Feeds / What's New is that it shows the information that is relevant to me. So it is filtered to only show posts about records that I follow, or written by people I follow.

    Assuming you don't want to filter it at all, and see all the posts in the whole system, then you could dispense with the What's New activity wall and just display a list of posts - but this won't give you the inline controls to add a new post etc.

    Second: your workflow is following the thing the post is regarding. This makes sense, but does mean that very often you will be trying to create a follow that already exists. In earlier versions (I think even up to 2013 RTM) this would fail because it would not allow a duplicate record - by only allowing one, it makes sure the "Unfollow" works. This does now seem to be fixed, and uses a try/catch sort of approach to create a new follow if needed, or just leave the existing one if not, so the workflow does not fail at that point.

    Third, the owner of the follow is the one that it applies to. As far as I know, you would have to have the owner of the follow be a user, but I must admit I have never tried this with a Team, it might work as long as the Team has appropriate privileges.

    A possible alternative approach would be to make sure that all users follow all other users. This would mean far less work going on during the working day every time someone posts something to the Wall, and you would see anything posted by anyone.

    If you have a really small number of users, then each user could just do this by manually following everyone else. To automate this you would need a custom workflow assembly (or plugin), and could then run this retrospectively, as well as when a new user is added to the system. Logic would be something like: With this [new] user, for each "other" user in the system, add a follow record regarding the current user, owned by the "other" user.

  • Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    Sartaj and Scott thanks for your reply!

    I have set the scope to organization - i have followed Mansoor's advice and set the owner to my team.

    It still does not work.

    Is it not possible? or should i keep trying?

    Jacob Nielsen

  • Suggested answer
    ScottDurow Profile Picture
    21 on at
    RE: Create Workflow for Group/Team?

    It sounds like you have the scope of the workflow set to user rather than Organization or Business Unit.

    Hope this helps

  • Suggested answer
    Sartaj Profile Picture
    880 on at
    RE: Create Workflow for Group/Team?

    HI Jcobo,

    You can use custom workflow step to fulfill  your requirement

    Below is the link for Copeplex which provide a custom workflow activity step to send email to team.

    https://crmemailworkflowutilities.codeplex.com/documentation

    Hope this help,thanks,

     Sartaj

  • Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    1537.Forum.png

    Thanks for your reply!

    'I tried this - where the team is Haarslev Industries.

    But it did not work.

    Did i do it correct?

    I did insure that i was a team member

  • Suggested answer
    Community Member Profile Picture
    on at
    RE: Create Workflow for Group/Team?

    Yes possible. You can set it Owner as Team. Select Look for as Owner in Post entity, then set default value as a Team. You will get User as well as Team in the lookup.

    Mansoor

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