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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Workflows owned by me ...
Microsoft Dynamics CRM (Archived)

Workflows owned by me (as system administrator) instead of the actual System Admin account

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Posted on by multiguy 465

This is a little confusing so bear with me.  In our CRM 2013 Online system, we basically have 10 licenses.  PLUS, there is an Admin account that is not a full license.   With my personal license, I am set up with a System Administrator role.   I have created all the workflows for the company.

Now, I began to get the "Pending Email" errors.  Workflows that were initiated by our sales people are trying to send emails, but because the workflow is "owned" by me, it's trying to send the emails from my email account.  Since we use CRM for Outlook, there is no option to "Allow others to send email on my behalf" so I can't address the issue that way.

Then I thought, I'll simply assign the workflow to the Admin account, but when I did that, I received errors that the Admin account doesn't have permissions to do half of the stuff the workflow was doing.  I even logged in under that Admin account and tried to create a workflow on the Lead entity, but that entity was not available.

How do I create a system wide workflow that is not owned by me?  What if I leave the company and they remove my license?  Won't all the workflows stop? 

I think I've gotten myself into a real pickle here.  Can anyone shed some light on this for me?

Thanks!

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  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Workflows owned by me (as system administrator) instead of the actual System Admin account

    Reza is on the money here; check the step in the workflow that creates the email and make sure you define the "From" address (dynamically), otherwise it defaults back to the workflow owner.

    Because you have the System Administrator security role you will have the "Send on behalf of other users" privilege that will allow the workflow to create these emails. They will be sent by the Outlook client of the user it is "from" (or via email router or Server-Side Synchronisation if that is configured for their outbound email).

    Yes, when you leave this will probably be an issue as you no longer have the rights to do these things. One thing you can do that can help in some scenarios is change the Workflow into a real-time one, then you can specify that it runs as the user who initiated it, rather than running as the Owner. But more generally, if a CRM admin leaves, whoever replaces them needs to go and take ownership of things like this.

  • Suggested answer
    Jitendra Sahu Profile Picture
    Jitendra Sahu 2 on at
    RE: Workflows owned by me (as system administrator) instead of the actual System Admin account

    For sure workflows get stop when your systemuser entry disables.

    You can create workflow as well as activate them logged in as admin.

    Check your configuration of Outlook.

  • Reza Farahani Profile Picture
    Reza Farahani 290 on at
    RE: Workflows owned by me (as system administrator) instead of the actual System Admin account

    Your From field in the email setting of the workflow should look something like , e.g. {Owner(Case)} or  {Modified By(Case)} etc. assuming that the workflow is working on Case entities.

    I am not sure why you needed to assign the workflow to another account as the email that is generated by the workflow will have the From field populated by the value for e.g. the owner of the case and not the owner of the workflow unless, somehow the target entity in the workflow has been assigned to the owner of the workflow. In that case you may need to review the configuration of CRM for Outlook  clients.

  • Suggested answer
    Joe Woltering Profile Picture
    Joe Woltering 12,159 on at
    RE: Workflows owned by me (as system administrator) instead of the actual System Admin account

    The first thing to do is check the 'From' address in the emails that the workflows are trying to send. Your are getting the notification that there are pending emails since you are the owner of the workflow. But most likely you need to check the User in the Frrom field and make sure the Outgoing email method is set correctly. If it is set to use the client then they need to be logged in and set to synchronize emails. I generally use the email router in most cases so I know the emails get sent whether the user is logged in or not.

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