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Sending automated emails 6 months, 1 month & 2 weeks before opportunity date

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Posted on by Ryan Wickens

Hello,

I need to set up some automated email workflows that trigger based on certain timestamps before a custom date field within opportunity.

We have a field at close stage called 'End date of agreement' which typically contains a date 1-5 years from when the opportunity is created.

So for example; Jon Doe who has just financed a car for 3 years has an end date of agreement 13/08/2023;

I need to setup 3 automated email workflows that are triggered 6 months, 1 month and 2 weeks before this date.

What would be the recommended way put this together? Would using background workflows create a large queue of jobs and slow down my CRM?

Thanks in advance,

Ryan

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Gustavo Longo on at

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Hello Ryan,

Hope you are well.

Yes, you can use Dynamics 365 workflow approach and define a wait condition.

Essentially when you put a record in waiting status, this record will back to database and Async Service will retrieve it again, put in memory, check about the condition and follow on. If condition is met, move for next steps, else if remove from memory and keep on database.

More details about status and pipeline, see this article:

https://docs.microsoft.com/en-us/previous-versions/dynamicscrm-2016/developers-guide/gg309288(v=crm.8)?redirectedfrom=MSDN

Regards,

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Roma Gupta 725 on at

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Hi Ryan

Instead of End date Of Agreement, I chose a random date field to explain. I created a workflow like this below. Would just need to add wait condition now for multiple checks of date ranges.

Regards

Roma

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Roma Gupta 725 on at

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Hi

For your question - Would using background workflows create a large queue of jobs and slow down my CRM?

You can choose to automatically delete completed jobs or create a bulk deletion job when a suitable condition is matched as per your requirement.

Regards

Roma

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Bipin D365 28,983 Moderator on at

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Hi,

Consider using power automate/flow for your requirement.

We have seen wait condition workflow failed my times.

You can basically trigger flow to run everyday and fetch records based on condition and then perform operation.

Please Mark My Answer Verified If I Were Helpful

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Roma Gupta 725 on at

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Hi Bipin

Please correct my understanding here if I am wrong.

If we use Power Automate for this, would not it impact costing & number of runs? Number of runs & license is inter-related. Isn't it?

Regards

Roma

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Bipin D365 28,983 Moderator on at

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Yes you are correct.

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Ryan Wickens 22 on at

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Hi Roma

Thank you so much for your response. I have setup a background workflow using the same steps provided in your screenshots and it appears to be working correctly.

Regards

Ryan

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Ryan Wickens 22 on at

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Hi Bipin

Power automate is a platform I'm not yet familiar with for Dynamics flows. Are you able to provide any material that could possibly help with setting something up?

Thanks in advance.

Ryan

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Ryan Wickens 22 on at

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Hi Roma

Update on the workflow - It works but it doesn't seem to be working exactly as instructed.

The email sends as soon as a date is entered in the 'End date of agreement' field, irrespective of the 6 month timestamp.

Are you able to see if I have setup the workflow correctly? I have setup the workflow to start when record field changes : end date of agreement.

Thanks

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Roma Gupta 725 on at

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Hi Ryan

The inner brackets has 6 months Before End of agreement as I see from screenshot, could you also update it to After 6 months as per requirement & let me know?

Regards

Roma

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