Workflow not sending email to all users indicated in the email properties of workflow email.

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Posted on by Amy Carter

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I am currently on Microsoft Dynamics CRM 2011. I created a workflow to automatically send to users when a new announcement is created. While testing this workflow with 3 users it was sent to everyone. I added all my enabled users (75 accounts) and the workflow email was only sent to a few users but not the three that received the original test email.

I have confirmed that every user is using the email router as the outgoing and incoming email option. The sender of the email is not myself but a different user profile of which is our default email and I have set up workflows in the past to be sent by this account and know it works as my test worked with just a few users.

Is there somewhere I can check to see if the emails are pending or do you I need to log into the user account I set up to send the emails from? I do have full administrator access to our system. We do use an exchange server for our email.

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Wayne Walton 13,730 on at

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I would look in Exchange as the mail is being sent. See who actually is listed as a recipient.

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PS 23,577 on at

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Have you 'approved emails' for all the users??

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AaronRic 10,035 on at

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As Wayne stated, I would check in Exchange or OWA to see if these users receive the email to the mailbox. Otherwise, you could enable email router tracing to see if they are failing for any reason. support.microsoft.com/.../2862024

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meenoo 7,316 on at

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If you want to check the status of the emails sent, do an advanced find for outgoing emails like this.

Once you have the list of outgoing email activities in CRM, click on the Modified On column to sort, then search for the email that the user did not receive. You may also want to specify additional criteria in the advanced find to further narrow it down.

If the email activity does not exist, then the problem is not the email route. Instead, it’s likely a failure in the process or a user-related error within CRM, such as:

Not following correct procedure

A problem with the asynchronous service

Changes done in CRM where the user was not made aware

If the email activity does exist, you’ll need to examine the status reason of the email activity. You might see Sent, Sending or Pending Send as the status and from here you can proceed further.

Hope that helps :)

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Amy Carter 120 on at

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Yes all users are approved and using the exchange server for outgoing and incoming emails.

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Amy Carter 120 on at

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I was able to find the emails via the advanced find and they all have a status of completed or sent. When talking to colleagues that are on the list of recipients only one received the email when I was trying to send to all 75 users. His securities aren't any different than anyone else and he wasn't first on the recipient list.

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Amy Carter 120 on at

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Thanks for all the suggestions but may have I found my resolution. I checked the configuration settings and it seems our email is set for a max of 20 recipients which is why it worked when I didn't have all 75 recipients tagged in my workflow as to who would be receiving my notification. I have yet to update this and test it but I am confident that is the issue.

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