Workflows not running under owner's name

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Posted on by LaWallis

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I am using the on premise version of Dynamics CRM 2013. I have several workflows that, among other things, send emails when record statuses and field values are changed or when a certain task within the workflow is completed by the user.

My problems are:

The workflows run under my name thus creating the tasks as if I was the one who triggered the workflow. This is confusing to the users who wished to see the tasks under their names and being completed by them.
My Outlook activities are constantly filled by their pending tasks (via synchronization
The e-mails are being sent as if I was the sender thus creating confusion.

Any suggestions are gratefully appreciated.

Thanks,

La Wallis

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Deepesh161 6,317 on at

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Please have a look at screenshot below and make sure The user who made changes to the record radio button is selected on your workflows:

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Mamatha Swamy 5,426 on at

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In addition to the setting Deepesh mentioned, make sure the 'From' field on Emails created by workflow is 'ModifiedBy' user.

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LaWallis 310 on at

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Thank you so much for answering Deepesh!

Unfortunately, for some unknown reason, I don't see that section of "Execute as:" under the Process Properties, thus can't activate that setting which I'm sure would solve my issue... can you give me some info on this?

Thank you!

La Wallis

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Royal King 27,686 on at

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Whatever option shown by Deepesh applies to only real-time workflows if your workflows are background workflow then still workflow runs under user who owns the workflow. To avoid this confusion you could use generic user account to run all background workflows so that when user sees records created or modified by that user they will know the record is created or modified using workflow.

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Deepesh161 6,317 on at

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Yes, According to product design, CRM only needs this ability during real time . Background processes are typically run under a pre-decided admin account.

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LaWallis 310 on at

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The weird thing is, that all the processes are 'owned' by the admin account, but still, the name that shows when the activities are created is mine (Modified By me) which results in any email being sent within those processes as if I had done so.

When I created those processes I did it with my user, but changed the owner to the admin account hoping this could solve the issue, but it didn't.

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Deepesh161 6,317 on at

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It is a weird behaviour, Try if iisreset change this behaviour?

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Royal King 27,686 on at

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Try to restart Microsoft Dynamics Asynchronous Service.

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LaWallis 310 on at

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Here is an update of what I did which seems to have solved the problem:

When I initially created those workflows I used my account and later “changed” the Owner to the administrator account in the Process' Administration tab.

After I read all your posts and realized that the background workflows are generated under the users' account who owns the process, I wondered if there was a difference between just changing the Owner in this field and assigning it through the “Assign” option. When I tried doing so, the dialog showed the following message: "Microsoft Dynamics CRM deactivates processes when they are reassigned. Before the assigned processes can be used, the new owner must activate them again.”

I went ahead and logged in with the administrator account and reassigned all the processes, activated them and now I have the processes being created under the Administrator’s account which is what I was hoping for.

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