Workflow? Rules? - Sending automated emails to Owners of Leads/Opportunities

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I know it's possible to send automated emails in CRM, but is it possible to owners of Leads or Opportunities?

How is it best done? Through workflows? What I would like be done, is to have an automated email be sent to owners after 48 hours of the lead or opportunity is created. A reminder to act upon Leads/Opportunities.

I'm not familiar with workflows.

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Mahendar Pal 45,095 on at

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Hi,

Surely you could do this with workflow and send email using wait condition in workflow.

Please refer: www.powerobjects.com/.../time-condition-based-workflows-in-crm-2011

Thanks

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Paul Pleasant on at

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If the volume is low you can indeed use a wait condition to send emails at a later time. Be careful though using wait excessively as it can have an impact on server resources. If you are in that high-volume category the best method is to handle the emails outside of CRM with an email service like Mail Chimp or Constant Contact. If you are doing other things that require timing or have workflows that may attempt to update the same record simultaneously you may want to consider using the SDK and a Windows service running on a different server in the cloud.

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Community Member on at

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Don't. Just don't.

If you send an email to every user 48 hours after a Lead or Opp is created for them, this will drive them mad.

- What about records they have created for themselves? Make sure you don't email them about these.

- what if they already saw that record and have picked it up and taken some action?

- what if your email arrives in the middle of a time they are busy, or on the road? They are just as likely to ignore it then and just as likely to forget the record later.

blog.crmguru.co.uk/.../dont-let-crm-overload-users-email-inboxes

Create a view of records where owner equals "Current user" and created by does not equal Current User, and modified by does not equal Current User. Sort by created on date so the newest is at the top, but they still get to see older ones too (especially if they take a vacation).

You might need to twek this a bit depending on your processes. Once a sales user picks p a lead or opp, are they likely to be the only user editing it after that? If others might get involved then you need to drop the "modified by" part above.

Let users come to CRM and find exactly what they need, filtered and packaged for them. Don't try to ram it down their throats with internal emali spam.

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Community Member on at

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Thank you!

Another question, are you familiar with the modified option in these time condition based workflows? For instance, the lead is created. I have a reminder set for a certain time after the lead has been modified, will the smallest of changes, or even auto save changes affect this?

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Community Member on at

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Yes. If you wait until (say) 2 days after Modified On date, then any change to the record will reset that timer, so this is basically a wait until the record has not been touched for two days.

You would be better to present a view to users showing all records they own (or are responsible for by some other connection) that have not been modified in the last two days. Put this in a dashboard they use every day. Tell them this view should be empty, and if it is not then they need to take some action.

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Community Member on at

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You've sparked my interest on your point to present a view to users showing all records they own. Do you perhaps have a link in which demonstrates how this is done? This is a much better idea!

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