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Dynamics 365 general forum

Send an email to Portal non-authenticated user

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Posted on by meenoo 7,316

Hi,

Is it possible to send an email from dynamics 365 through a workflow to a non-authenticated user(external user) who enters request through a portal?

My requirement is, an external user creates a request through our portal along with his contact details like phone and email in the request. We get the request in Dynamics 365, and we would review the request and send an email if more information is needed to the email he provided in the request. We are not asking the external users to login or create an account before entering request on our portal. This is all still in test and we are trying to understand how the portal and dynamics all work together. Any insight would be greatly appreciated. Thanks. 

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  • RonPeters Profile Picture
    RonPeters 90 on at
    RE: Send an email to Portal non-authenticated user

    You can configure the system to send email messages to users when workflow-related events occur.

    For example, email messages can be sent to users when documents are assigned to them for approval.

    The demo data company used to create this procedure is USMF. Go to Navigation pane > Modules > System administration > Users > Users. In the list, find and select the desired record. On the Action pane, click User options.

    Click the Workflow tab. Make sure that the Notifications section is expanded.

    In the Notifications section, you can specify how you want the user to be notified about workflow-related events.

    In the Line-item workflow notification type field, select an option. Grouped – Notifications for line items are grouped into a single email message. Individual – An email message is sent for each line item. If you want the user to receive notifications in the client, select the Send notifications in email check box. Click Save. Close the page.

    Regards,

    Ron Peters 

    Developer | o365CloudExperts

  • Suggested answer
    RaviKashyap Profile Picture
    RaviKashyap 55,410 on at
    RE: Send an email to Portal non-authenticated user

    Yes, by enabling email field, you can end email to your custom entity record.

  • meenoo Profile Picture
    meenoo 7,316 on at
    RE: Send an email to Portal non-authenticated user

    Thanks guys,

    So, enabling the entity email can I just send the email without creating the contact? Yes, Ravi that would be my requirement. Basic at this point but would like to leverage in future once we gain more understanding about how the emails and portal work.

    Actually, I am thinking to send out an email after we receive the request internally(we have business process flow enabled) and some one takes the ownership of it and then reviews the request, at this point if we think more information is needed we would send out an email through some button(I am looking at Microsoft Flow as well to implement this feature).

  • Suggested answer
    RaviKashyap Profile Picture
    RaviKashyap 55,410 on at
    RE: Send an email to Portal non-authenticated user

    Hi,

    I understand witth "request" you mean you have a custom entity called "Request" which is exposed to portal anonymously and used for external users to request for access. You now want to send en email when the new request is generated i.e. new record is created.

    If my understanding is correct, then you can can simply create a workflow (as mentioned above) and send email. You need to enable email for request entity though which will create the email field if not already exists. Now if you are using this entity for some other requirements i.e. the recors for this entity can be created from somewhere else and you only want to send email if the request is created from portal then you need to put a check in your workflow for the Created By (Name) = "System" as all the records in portal are created/updated by System.

    Hope this helps.

  • Suggested answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Send an email to Portal non-authenticated user

    Hi,

    So basically, your create a workflow that runs on the creation of a request. You can create a contact from the information this unauthenticated user provided, this information must contain his/her email address, then use the workflow to send an email to that contact.  If you are not willing to create a contact record for that user, then you may need to write some custom workflow activity that gets called by the new workflow which sends an email to a specific email address (that you already collected from the form online). 

    The whole reasoning behind writing custom code is that the "To" field in an email step in the workflow requires a record (such as contact, account, lead etc) and if you don't have a record then you need to jump outside the CRM and write some code. 

    Hope this helps.

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