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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Is it possible to trig...
Microsoft Dynamics CRM (Archived)

Is it possible to trigger an email from a workflow to the stakeholders sub-grid in opportunities?

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Posted on by houstonbrooke

I have a workflow on opportunities that sends an email (voice of the customer survey) to the Contact lookup field on the opportunity. But I need to send the survey to multiple contacts, so I was hoping to do this based off of the OOB stakeholders sub-grid.

It doesn't seem to be something you can do when you're building the email. Does anyone know if it's possible? While this is for a VoTC survey, this part of the process pertains to any email send from a workflow.

Thanks!

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  • Verified answer
    M I Mostafa Profile Picture
    M I Mostafa 4,257 on at

    Hi there,

    You can't have a standard workflow loop through a list of child records (contacts in a sub grid in your case). You could achieve this through customisation either a plugin, a custom action or a custom workflow activity.

    Please have a look here:

    https://community.dynamics.com/crm/f/117/t/163275

    and here:

    https://community.dynamics.com/crm/f/117/t/135687

    Hope this helps! Please mark as verified answer if this response has helped you.

  • houstonbrooke Profile Picture
    houstonbrooke on at

    Thanks Mohamed! I wonder if this plugin on codeplex will work with Dynamics 365 - it seems to have stopped development many versions ago.

  • Verified answer
    M I Mostafa Profile Picture
    M I Mostafa 4,257 on at

    Good point. It could well be an old version that doesn't work with the latest Dynamics 365 APIs.

    Could you write custom code to do this such as a plugin? Another option is to check if Sparkle XRM can do this for you with minimal code.

    Hope this helps! Please mark as verified answer if this response has helped you.

  • houstonbrooke Profile Picture
    houstonbrooke on at

    No, we're a small company and don't have a partner, and I don't write code. So I try to just do everything with configuration changes.

    Thanks though - perhaps I can test this plugin in our sandbox and see if it works.

  • Verified answer
    ashlega Profile Picture
    ashlega 34,477 on at

    This is still work in progress, but you could try this (and I'd appreciate some testing:) ):

    www.itaintboring.com/.../dynamics-crm-tcs-tools-user-a-workflow-to-update-related-entities

    The way it would work, then, is:

    - Have a field on the contact that will trigger those email workflows

    - Then use the approach described in that post to set that field on all stakeholder records whenever your opportunity is updated

  • Verified answer
    Aiden Kaskela Profile Picture
    Aiden Kaskela 19,696 on at

    Hi,

    You can do this with a (free) tool I built, Workflow Elements at www.KaskelaSolutions.com

    Set up your workflow to run on the Opportunity.

    Step 1) Create (not Send) the email with your content.

    Step 2) Call the custom activity "Emails - Add Recipients from Query". You can pass a query for Users to the activity and it'll add them as recipients.

    Step 3) Call the custom activity "Emails - Send a Draft Email", passing in your created email in order to actually send it.

    For the query in step 2, it'll be a query for users, related to connection, related to opportunity, where the connection role is a certain type (one of the stakeholder types). IMPORTANT: When you relate to the opportunity, add the filter Opportunity Contains Data. This is a placeholder that will limit your results to the workflow opportunity instead of all opportunities - details in this write-up kaskelasolutions.com/how-to-limit-query-result-to-related-records

    Anyway, this should get you what you're looking for with a little light configuration.

    Hope this helps! I'd appreciate if you'd mark this as Answering your question.

    Thanks,

     Aiden

  • Suggested answer
    M I Mostafa Profile Picture
    M I Mostafa 4,257 on at

    Hi again,

    I thought about your request this morning and I remembered that North52 is a good tool to achieve your requirement. http://www.north52.com/

    North 52 allows you to build an Excel style formulas to work with your data without the need to write custom code. It will certainly help you achieve your requirement.

    Hope this helps!

  • houstonbrooke Profile Picture
    houstonbrooke on at

    Hi Aiden,

    I installed your solution. But following your steps, and reading the article, I'm kind of stuck. The first step is to create a view in Advanced Find, I think. You said "it'll be a query for users, related to connection, related to opportunity, where the connection role is a certain type (one of the stakeholder types)."

    I don't think I'm doing it right. I got about here and I couldn't figure out how to identify the roles.

    2017_2D00_05_2D00_04_5F00_1152.png

    Also, I created the email within the Workflow in my first attempt, when I was just firing this off of the 'Contact' lookup field in opportunities. When you say create the email and don't send it, do you mean under Email Templates in settings? We use ClickDimensions so the only time I've created an email outside of a workflow step was only within CD.

    Thanks!

  • houstonbrooke Profile Picture
    houstonbrooke on at

    Hi Aiden,

    I installed your solution. But following your steps, and reading the article, I'm kind of stuck. The first step is to create a view in Advanced Find, I think. You said "it'll be a query for users, related to connection, related to opportunity, where the connection role is a certain type (one of the stakeholder types)."

    I don't think I'm doing it right. I got about here and I couldn't figure out how to identify the roles.

    5270.2017_2D00_05_2D00_04_5F00_1152.png

    Also, I created the email within the Workflow in my first attempt, when I was just firing this off of the 'Contact' lookup field in opportunities. When you say create the email and don't send it, do you mean under Email Templates in settings? We use ClickDimensions so the only time I've created an email outside of a workflow step was only within CD.

    Thanks!

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