How do I create a workflow/action to send an email notification when a lead replies?

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Posted on by Community Member

Hey everyone,

Bit of an unusual scenario; for my small business I use a sink mailbox (sales@), and I would like for email notifications to be sent to the lead owner/assigned user when a lead replies to an email. I can't for the life of me figure out how to have this happen on an inbound email activity, any help would be hugely appreciated.

Thanks so much,
Hamual

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Aldo Macedo on at

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RE: How do I create a workflow/action to send an email notification when a lead replies?

Hello Hammy,

There are some workflows utilities that could be useful for your implementation:

MSCRM ToolKit: mscrmtoolkit.codeplex.com/documentation

MSCRM ToolKit is a collection of useful tools for people working on Microsoft Dynamics CRM 2011, 2013 and 2015 projects.

It is built around features described in the Microsoft Dynamics CRM 2015 Software Development Kit.

In the toolkit you can find the following tools:

Reference Data Transporter

Tool for transporting reference data between different CRM deployments.

N:N Associations Transporter

Tool for transporting N:N associations between different CRM deployments.

Data Export Manager

Tool for exporting data from CRM deployment. Exporting data into different formats: XML, XML Spreadsheet 2003, CSV.

Export Entities Structure

Tool for exporting the Metadata (entities, attributes, relationships and diagrams) from CRM.

Deployment Properties (On-Premise only)

Tool for changing the server and deployment properties for an On-Premise CRM deployment.

Solutions Transporter

Tool for transporting solutions between different CRM deployments.

Solutions Import Jobs Viewer

Tool for viewing the Solutions Import jobs in a CRM deployment.

Workflow Execution Manager

Tool for executing workflows on the CRM. community.dynamics.com/.../step-by-step-running-on-demand-workflow-for-all-active-records

Records Counter

Tool for counting records in the CRM deployment.

Audit Export Manager

Tool for exporting Audit Details from the CRM.

CRM Email Workflow Utilities crmemailworkflowutilities.codeplex.com

Custom workflow actions that deal with emails in Dynamics CRM 2011, 2013, & 2015

Email Business Unit

CC Business Unit

Email Security Role

CC Security Role

Email Team

CC Team

Delete Email Attachments without delete email

Delete Email Attachments By Name

Send Draft Email

Dynamics CRM 2015 Workflow Tools msdyncrmworkflowtools.codeplex.com

Project Description

This project contains Tools created in WorkFlow Activities to be imported in Dynamics CRM, to use them

All the Source code is included and open.

Right now there are this tools:

Force Calculate Rollup Field

Since Dynamics CRM 2015, we can add Rollup fields. The Rollup fields calculation is an asynchronous process, and with this project, we are giving more possibilities to this calculation.

The idea is to use the Workflows (Sync & Async) with custom workflow Activity, to force this calculation when the user define.

Apply Routing Rules

This Action forces the execution of the active Routing Rules for the Case passed in the parameter

Sharing Record Step

This Action could be used to Share a record to a User or Team (or both).

Query Values Step

This Action could be used to query to another entity with two filters fields, and get up to two fields. Very usefull for example to query a custom entity used with parameters.

Dynamics CRM 2015 Calculate Rollup Field (Workflow Activity) calculaterollupfield.codeplex.com

Project Description

Since Dynamics CRM 2015, we can add Rollup fields. The Rollup fields calculation is an asynchronous process, and with this project, we are giving more possibilities to this calculation.

The idea is to use the Workflows (Sync & Async) with custom workflow Activity, to force this calculation when the user define.

CRM 2011/2015 Distribute Workflow Activity crm2011distributewf.codeplex.com

Summary

With CRM 2011 out-of-the-box it is possible to perform actions on entities that have a N:1 relationship to a given entity, For example from an opportunity it is possible to update or run a workflow on the parent customer.

This plugin allows to extend this to the other two possible relationships: 1:N and N:N. With the aid of this plugin it is possible to perform an action on each opportunity given the parent customer (1:N) or on each competitor given the opportunity (N:N) or on each opportunity given the competitor (other way of the same N:N).

CRM Numeric Workflow Utilities crmnumericworkflowutilities.codeplex.com

Custom workflow actions that deal with numeric values in Dynamics CRM 2011, 2013, & 2015

Add, Average, Divide, Max, Min, Multiply, Random Number, Round, Subtract, ToDecimal, ToInteger, Truncate

CRM String Workflow Utilities crmstringworkflowutilities.codeplex.com

Custom workflow actions that deal with text strings in Dynamics CRM 2011, 2013, & 2015

Contains, Create Empty Spaces, EndsWith, Join, Length, PadLeft, PadRight, Regex Match, Regex Replace, Replace, StartsWith, Substring, ToLower, ToTitleCase, ToUpper, Trim, Word Count

Best regards,

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ClixSol 1,505 on at

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RE: How do I create a workflow/action to send an email notification when a lead replies?

you need to create a workflow which send email .

How to create a Workflow?

1. On the nav bar, choose Microsoft Dynamics CRM > Settings.

Settings appears on the nav bar.

2. Click or tap Customization > Customize the System.

3. Click or tap Processes, and then On the Actions toolbar click or tap New.

And after that you have to follow below :).

now add Steps:
1: Check Condition. &
2: Email

Your Condition is like this.

hope it's work fine.
let me know if you need further.
Plz don't forget to mark the answer.

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semosby 230 on at

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RE: How do I create a workflow/action to send an email notification when a lead replies?

This is a bit of a tricky situation as you want to ensure the email is tracked and assigned to the lead record and then create a notification to send to the lead record owner (user).

CRM will attempt to connect the email activity to the lead record. Which may be the regarding and/or the sender.

If you create a workflow to start on create of an email record, you should add conditions to confirm it is an incoming (direction = incoming) email, it is an email to (To = sales@) the sink queue, and it is from a lead record.

Adding these conditions will stop the workflow from processing email records created in CRM and deal with just the email you want. Which means when you create an email notification, this process will fire again. To ensure you don't fall into a loop, I would suggest creating a child worklfow to create the email notification.

I hope this gets you started with your solution. I didn't draw out great detail as I don't want to jump the gun with your solution. Let me know if this is what you're attempting and if you need more help.

Thanks

sEm

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Community Member on at

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RE: How do I create a workflow/action to send an email notification when a lead replies?

Thanks for the reply, but I already understand getting to the page, it's what to do once I reach this screen that I don't understand.

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ClixSol 1,505 on at

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RE: How do I create a workflow/action to send an email notification when a lead replies?

you need to create a workflow which send email .

How to create a Workflow?

1. On the nav bar, choose Microsoft Dynamics CRM > Settings.

Settings appears on the nav bar.

2. Click or tap Customization > Customize the System.

3. Click or tap Processes, and then On the Actions toolbar click or tap New.

And after that you have to Activate that Workflow.

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