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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Reminder to users base...
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Reminder to users based on time

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Posted on by PS10 8

Hi, 

Please suggest best way to send reminder to users, writing a workflow? or is it possible to create tasks in outlook so users can get a reminder? Last option is a dashboard and creating tasks in CRM but that is our last choice. 

Process is when a user creates a lead and do not contact the lead within 30 days of creation then on the 30th day we will delete the lead from the system.

Requirement is on 25th day of creation we should send out a reminder to users warning if no action is taken then we will delete the lead after 5 days. 

What is the best way to achieve this, we are on-premise.

Thanks,

PS 

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi PS10,

    Or you can try to by call a child workflow:

    Recursive or Scheduled Workflows in CRM 2011 | PowerObjects

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • PS10 Profile Picture
    PS10 8 on at
    RE: Reminder to users based on time

    Hi Leah,

    Thank you for all the help, really appreciate,  but i was aware of all these solutions the problem is Wait condition can eventually slow the system and may lock async jobs, and as i mentioned we are on-premise i cannot use flows otherwise that is best way.

    Thanks,

    PS

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi PS10,

    Maybe you can refer following link for detailed steps:

    (+) Automating the Opportunities Tab: Email Notification When Opportunity is 2 weeks from Est. Close Date - Dynamics 365 Sales Forum Community Forum

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi PS10,

    What is the impact of workflows on Dynamics system performance?
    Be careful with long-running “wait” conditions. These long jobs carry overhead work performance and an associated risk.
    If instances are waiting for long periods, the definition of the job may change. However, legacy waiting instances will retain the old definition. Ask any CRM administrator that has been in the industry for a long time, and they will tell you stories about having to delete 1 million waiting workflow instances, 250 records at a time.
    For jobs like this, our best bet would be to schedule a recurring system job in Flow for increasingly better performance.

    Go Power Automate(https://us.flow.microsoft.com/en-us/ ) to create a scheduled flow,which can run daily to check each lead.

    pastedimage1630051804554v1.png

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • PS10 Profile Picture
    PS10 8 on at
    RE: Reminder to users based on time

    Hi Leah,

    Thank you again for your swift response.

    The link does suggest that wait state will have an impact on the performance, hence what should be the best way to deal with it, any more suggestions please.

    Thanks,

    PS

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi PS10,

    You can refer following link:

    (+) Impact of a workflow in Waiting state for long time - Microsoft Dynamics CRM Forum Community Forum

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi Partner,

    Please click Yes under "Did this answer your question?" to close this thread if the answer is helpful.

     pastedimage1630050657457v1.png

    Thanks. 

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

  • PS10 Profile Picture
    PS10 8 on at
    RE: Reminder to users based on time

    Hi Leah,

    Thanks for the reply.

    My only issue with this approach is that there will be so many workflows sitting in the wait status, what will be the impact on the performance?

    Thanks,

    PS

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Reminder to users based on time

    Hi PS10,

    You can use wait conditions to send out reminders through workflow.

    when an lead is created, wait 25 days, and then create a task and/or send an email reminder to follow-up.

    You can refer following links for more details:

    How to Use the Dynamics 365 Workflow Follow-up Reminders (ledgeviewpartners.com)

    Dynamics 365 2MT Episode 28: Using wait conditions to send out reminders in Dynamics 365 - YouTube

    Regards,

    Leah Ju

    Please mark as verified if the answer is helpful. Welcome to join hot discussions in Dynamics 365 Forums.

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