Business process send mail on change stage

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Posted on by Community Member Microsoft Employee

We are facing a weird issue...

we are using dynamics 365 online and we have a business process composed of 4 stages.

we need to send an email to a person every times the workflow go to the next stage: I've tried these 2 solution

create 4 different worklfow, added to the stage on stage and tried different trigger configurations.... no luck... no mails are sent (if I add a field update I can see that the WF is running correctly but no mail are sent)

I've created a workflow that run on "field change" selecting "process stage" and testing the "Process stage name" as per instructions found on this forum...

This is working but the stage name is always one step behind, I mean if I go through step1 to step2 the process stage name is blank (no mail are sent) when I click next so, step 2 to step 3 then the process stage name is "stage2" (instead of stage3) and the mail is sent to the stage2 responsible.

this is driving me crazy....

Can someone have an Idea?

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Sma 60 on at

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RE: Business process send mail on change stage

Hi Manoj,

I need you assistance/guidance to change "Stage Status" as per BPF.

I created "Stage Status" as option-set with different values, and in BPF stages, I created i.e., Action (Approve, Declined, Pending, Observations,....). Now, I want to change "Stage Status", when user will change any value in BPF Action option-set. So, would you please guide me that how I can achieve this.

Regards,
manojd 1,397 on at

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RE: Business process send mail on change stage

Hi,

in your case I suggest instead of rollup field, execute the workflow which in turn starts the child workflow having wait time of 30days on the trigger point

hope it helps
on-premise 265 on at

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RE: Business process send mail on change stage

Hi I am having the same issue. but little different. when there is stage change to opportunity and if it is open for 30 days it has to send an email. I created calculated field, it doesn't trigger workflow. any suggestions?
Community Member Microsoft Employee on at

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RE: Business process send mail on change stage

Thnk you all!!!

I solved following Alex suggestions.. I converted the workflow to background and now is working perfectly using the stage check.

Thank you all again for your time
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TheMarkChristie 10,328 on at

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RE: Business process send mail on change stage

Hi Umberto

Would this solution help?

community.dynamics.com/.../firing-action-steps-on-a-business-process-flow
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manojd 1,397 on at

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RE: Business process send mail on change stage

Hi,

Please follow the steps mentioned below to achieve the requirement

We can go to Workflow screen and create a Workflow

Step1: We will first go to Settings->Process->New

Step2: Click on save . Now we start configuring the steps. We will configure the workflow for Record fields change and Click on Select:

Step3: Select the following field(As I am sending notification when record is moved to close stage)

Step4: Now, we will click ok and start configuring steps:

We will click on Add Step and Pick Check condition:

Step5: Click on Condition and fill the fields like suggested in the below screenshot:

Note: Please mention stage name in CAPS , else it will not work.

Step5: Now, Please click Save and close, and select a step for when condition is true. In our case, I will send a notification email to creator of opportunity, hence will pick the step for Send Email:

Step6: You can now click on Set Properties and set properties as mentioned below:

Follow the Step4 to Step6 for all the stages you have

Step7: Click on Save and Close here and on workflow and Activate workflow:

Note: In case you want to send notification synchronous, you can convert this workflow to Real time workflow.

Now lets try it, Once i move stage of Opportunity to Close, Email is created for me!

Hope it helps!
ashlega 34,477 on at

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RE: Business process send mail on change stage

For the bpfs in 365/2016, there are dedicated entities.. when creating a bpf, for example, you can see that entity name
Community Member Microsoft Employee on at

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RE: Business process send mail on change stage

The entitiy is the same for both workflow and business process;

by "async" do you mean background workflow? actually is realtime, now I will change to background and ty again
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ashlega 34,477 on at

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RE: Business process send mail on change stage

Hi,

which entity did you register that workflow on, and, also, is it a real-time or async workflow? Try registering on the correct bpf entity (The one created for your bpf), on the change of the stage, and try making it async