Workflows - Organisation or User Level (Issue)

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Posted on by Chris Vine

Hi,

We have a number of workflows that are set-up however, I've noted that when someone else creates (case in example) and the workflow triggers (set to organisation) it posts on the wall that the case was created by the owner of the Workflow (which is the admin).

I've tried to change the Workflow to run at the user level - however, then it doesn't fire. Could this be a permission thing? I checked the permissions and they have

Process, Process Session selected.

Any ideas?

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Mahadeo Matre 17,021 on at

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Chech this link

blog.profad.com/.../defining-scope-using-workflows-in-microsoft-dynamics-crm-2011

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Andre Margono 2,602 on at

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Have you tried to set Execute as: The user who made changes to the record?

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Chris Vine on at

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Hi Andre. We are using Microsoft CRM Online - and for this workflow I don't see those other options. I suspect you are referring to a Process?

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Chris Vine on at

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Chris Vine on at

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Andre Margono 2,602 on at

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My example is using real time workflow. Try to convert to real time one, I believe the option should be there.

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mscrmba on at

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Have they got Customization>Miscellaneous Privilieges>Execute Workflow Job privileges?

If your workflow owner is someone with wide security then you generally won't have security issues running as 'the user who made the changes'.

If you define the workflow to execute in the context of the user then any records created or updated will reflect the user as the CreatedBy / ModifiedBy. However the workflow will have the permissions of the Owner of the workflow rule. See Gareth's blog for details.

http://garethtuckercrm.com/2013/12/06/crm-2013-new-features-using-real-time-workflow-for-validation-rules/

If the owner of the workflow does not have wide permissions, then sometimes you need to extend the security privileges of the owner of the workflow to get workflows to successfully run e.g. instead of User-only or BU-only they may need organisation-wide privileges to read/create/write/append/append to/assign etc (related to records that are being created/updated or other lookup records selected as part of the workflow).

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Community Member on at

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It sounds to me simply like you have the workflow steps set up incorrectly.

I assume the workflow is creating a "Post" record related to the Case?

Can you check that create step and make sure that the fields are pulling in from the correct places, ie from the Case: Owner, not from the process:owner or similar. It should look something like this

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Chris Vine on at

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Hi Adam. No - I'm not even creating the posts via a workflow. These are automatically appearing but not showing the right person creating them. I assumed the workflow was changing the owner?

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mscrmba on at

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As Andre suggested:

Have you made the workflow real time?

Have you changed it to execute as the user who made the changes?

That way it should show the correct created by / modified information on the records created/updated.

If the workflows aren't running (or only in some situations) - check the security roles of the workflow owner:

Which user owns the workflow? What security levels do they have? SystemsAdmin (or similar) is sometimes a good option to use, either that or a senior manager who has wide privileges. It is best if it is Organisation-wide for any related to the records the workflows are dealing with.

My understanding is that the OOTB Activity Feeds/Rules, which you can see in more detail under the Settings menu, e.g. that generate OOTB activity post feeds on creation of a Case - show as being generated by systems admin regardless.) To do something more tailored you can code additional rules.

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