How to send automatically invoice reminder

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Posted on by Community Member Microsoft Employee

Dear all,

I have trouble to setup an automatic invoice status reminder to my customer accounting.
What I am trying to reach is the following :

We have issue and invoice to a customer with for instance an Issue date of 10 january and a Due date of 20 january .
Then I would like to be able to send Reminder 1 an automatic email when the Current date is Due Date - 5 days
Then I would like to be able to send Reminder 2 an automatic email when the Current date is Due Date

Then I would like to be able to send Last Reminder an automatic email when the Current date is passed Due Date

I am fighting on setting up this worflow. I try to get a single workflow which will be smart enought to validate each condition and push the proper email template

Could you please help, could not reach it

thanks for help

regards

serge

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Answers (1)

Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

got the point. Its clear for now
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tw0sh3ds 5,600 on at

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RE: How to send automatically invoice reminder

You have to define what means "Completed invoice" (special invoice status? some field filled in?) then this should be your first step in the workflow or workflow trigger condition. So for example, if Invoice is ready when users sets its status to "Ready" (this is just an example) then this workflow should be triggered when status is updated and first it should check if the status is ready. It all really depends what do you mean by completed invoice and than specifying the proper conditions. I can't help you with this as I don't know any business background here, so you need to discuss with your users when the invoice is considered as completed.
Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

Hello Pawel,

Here is below my final workflow which I have set

The problem I see here is that, at the time the user create the invoice and user is filling up the Invoice du date, and by mistake we are 5 days before that date, the invoice will not be fully completed and the workflow have a chance to get fired.

How to avoid the fact that workflow start to be handle only when invoice is really fully completed and validated in way has completed ?

regards
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tw0sh3ds 5,600 on at

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RE: How to send automatically invoice reminder

Hi,

This workflow will run based on the settings that you configure - it can run on record creation, record update, status change etc.

Every workflow in CRM runs only on one record, you can though trigger workflows for multiple records from a view or using an application.

I see that you don't have much experience creating workflows in CRM - you should google a little bit about CRM workflows ("CRM 2016 workflows" will give you lots of good blogs and tutorials) because badly prepared workflow can affect system performance or even break the system.
Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

ok got it I find it.

One question when this workflow run in backround, it will send a reminder to all open invoice, or will it be possible to attached the workflow ond trig it to a particular invoice?

regards
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tw0sh3ds 5,600 on at

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RE: How to send automatically invoice reminder

Have you done everything exactly what I posted? Can you put a screenshot where are you looking for? You have to put "Wait" statement and configure conditions and in conditions you choose "Process" and "Timeout"
Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

Now I have background worflow, I can find the Wait condition BUT I have no Time out condition in list ?
Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

oups sorry, will check again
tw0sh3ds 5,600 on at

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RE: How to send automatically invoice reminder

You have real-time workflow and you need background workflow. On the ribbon click "Convert to a background Workflow"
Community Member Microsoft Employee on at

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RE: How to send automatically invoice reminder

I will check but I could not find the Wait until condition you mention ?