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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Send email to related ...
Microsoft Dynamics CRM (Archived)

Send email to related users

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Posted on by Jeroen J 12

He guys,
Wondering if anyone has seen (and met) this requirement before.
We (dynamics crm 2016, 8.1, on premise) have a custom entity called Project. Each project has a group of users related to it that form the project team.
Whenever the project is put 'on hold', all the users related to it should receive an email telling them that this specific project was put on hold.

There are about 80.000 projects in our system, so I'm not very keen on making a team for every single one of them. The putting on hold action every now and then occurs in bulk, so I can't use an already existing team to add members to, email and remove members.

If I use one of the (almost standard) 3rd party tools to distribute a workflow to related records, I can't transfer the project number or name with it and the email has little to no value.

Any ideas?
Thanks for thinking along with me.
Regards,
Jeroen

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  • Suggested answer
    RaviKashyap Profile Picture
    RaviKashyap 55,410 Moderator on at

    Hi,

    You could create a workflow on user entity which send email to that user. You can then trigger a workflow on all your child record whenever the project status changes. For this you can use the archive.codeplex.com

    I have tried/tested this for CRM2 2016 but it should work.

  • RaviKashyap Profile Picture
    RaviKashyap 55,410 Moderator on at

    www.thrives.be/.../run-workflow-on-child-records

  • Jeroen J Profile Picture
    Jeroen J 12 on at

    Hi Ravi,

    thanks for your quick response.

    I already was aware of this possibility. The problem is that I have to incorporate the project number in the email body. If I create a workflow that emails to the user, there's no way (yet) to know which project is involved.

    Any idea or solution on this?

    thanks!

    Jeroen

  • RaviKashyap Profile Picture
    RaviKashyap 55,410 Moderator on at

    Is it because you have N:N relationship between Project & Users? If yes then you might have to go for some custom code like a plugin which triugger on status change and then builds the email and send it to all the users retrieves the  related users list

  • Jeroen J Profile Picture
    Jeroen J 12 on at

    Hi Ravi,

    Yeah, it's because of the N:N relationship and yeah, I know. Building a custom code plugin to do the trick, is definately an answer.

    This time I was hoping to get it done with already existing workflow functionality.

  • Jeroen J Profile Picture
    Jeroen J 12 on at

    Hi readers,

    Solved this issue!

    Using the Workflow Elements from Kaskela, I managed to (1) create an email and (2) add recipients from query to the TO field. Works like a charm!

    Thanks for thinking along with me. I surely hope this solution can help others in similar situation.

    Regards,

    Jeroen

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