How to assign note created via workflow to the creating user

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Posted on by cymorg

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I have a Dynamics 365 Process Workflow which creates a note & attachment (from a template). The Workflow Owner is UserX. The Workflow is running at Organisation scope as a background process.

When a new Note is created by UserY the new Note Owner is always UserX. I want the new Note Owner to be the current user i.e. UserY. Is this possible? How?

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Pawns or Kings on at

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RE: How to assign note created via workflow to the creating user

Hi cymorg,

Yes, the option is available for custom entities. The "Entities Created By Step" option should be in the dropdown box when you choose what to assign.

If it is not there, go to the custom entity in the solution. You may need to enable Notes under "Communication and Collaboration," but this shouldn't be necessary.

Here's a custom entity allowing the same feature just for proof of concept.

Good luck and let me know how it goes!
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RaviKashyap 55,410 Moderator on at

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RE: How to assign note created via workflow to the creating user

Hi cymorg,

You can access the records which you have created in a workflow. So in the above example, note is created in the step. This note can be used in any subsequent steps. You need to scroll down to the list to find that record. It generally the description of the step.

Hope this helps.
ashlega 34,477 on at

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RE: How to assign note created via workflow to the creating user

Hi cymorg,

please post a screenshot of your workflow. If you are using a custom action to create the document this way:

community.dynamics.com/.../how-to-auto-generate-word-templates-using-a-simple-workflow-and-oob-action-in-crm-2016-no-code

then I'm pretty sure you just don't have access to the note in the workflow. You can develop a custom workflow activity.. or you can try converting that workflow to a real-time workflow(That may help)
cymorg 175 on at

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RE: How to assign note created via workflow to the creating user

David H - that's exactly what I want but I don't see the Entities Created By Step option. Is it available for custom entities?

This looks promising... Using Entity Reference Output Parameter in Workflow Assembly.

I'd rather do this without creating a custom assembly. Is that possible?

Alex Shlega - I need to assign the Note to the current user so the username is dynamic. Thanks.
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Pawns or Kings on at

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RE: How to assign note created via workflow to the creating user

Hi cymorg,

I tried to do what it sounds like you want to accomplish, although I didn't make a Tenancy entity; I just used the e-mail.

Is this what you are trying to accomplish?

Basically, I have one step that creates a note. Then, I have a second step to assign record > click on the drop down box for assign > scroll down to the bottom to where it says "Entities created by steps".

Then I set the To at the user who created the original record (in this case an e-mail).

Let me know if this is what you were trying to accomplish. Good luck!
ashlega 34,477 on at

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RE: How to assign note created via workflow to the creating user

If you are using that out-of-the-box custom action to create the document, then yes, you probably won't have access to the note directly from the same workflow.. can you make it a real-time workflow? Also, maybe you can unassign that note to the Tenancy owner through a separate workflow (if that owner is always UserY)?
cymorg 175 on at

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RE: How to assign note created via workflow to the creating user

Alex - thanks for the suggestion but I don't think that will work. My scenario is... when a value on a custom entity "Tenancy" changes to YES a Word Document Template is populated & attached as a Note to the Tenancy. It doesn't seem possible to assign the newly created Note to a user from the Process Workflow builder... but maybe someone knows how to do this?
ashlega 34,477 on at

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RE: How to assign note created via workflow to the creating user

Hi,

if it's a background workflow, you'll have to add an "Assign" step to assign the note record to another user

if it were a real-time workflow, it could be set up to run in the context of the user who kicked off the workflow(not sure what the process is exactly in your scenario, but it might be User Y)