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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Work flow for sending ...
Microsoft Dynamics CRM (Archived)

Work flow for sending external Emails.

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Posted on by Michael Violette 155

Hello,

I'm hoping someone can help me or point me in the right direction. I'm using CRM Dynamics Online 2015, and I'm trying to create a work flow which will send out an email to suppliers (outside my organisation) with a hyper-link to a survey on Survey Monkey. The work flow would need to run in the background and only apply to certain opportunities when their status becomes won (perhaps even 1 in 10 that become won). The email address that would need to be used is the contacts email address from each opportunity.

I'm not sure this is even possible? But so far, after playing around I've managed to create a workflow which sends an automated email from my email account to another email account which I manage (both internal using CRM user lookup). This contains a hyperlink (which doesn't appear to work, I just used www.google.co.uk for a test). And has the appropriate conditions to select the opportunities I need, although I cannot work out how to select the process to work on 1 in every 10 won opportunities (if it were every won opportunity there would probably be to much data to analyse as a result). Neither can I figure out how to add the contacts email address to send this to, rather than an internal one.

Any help would be greatly appreciated.

Regards,

Mike.

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  • Verified answer
    ThomasN Profile Picture
    ThomasN 3,190 on at

    Hi Mike,

    You have several things going on here. I hope I can help.

    1. For workflows with emails I always recommend setting up email templates, in this case for opportunity record. That way you only have to adjust the template and not mess with the workflow so much every time there is a business change.
    2. Make sure the From user has a valid email profile within CRM. You should already have a generic user account for this to represent your company externally.
    3. In the To field click in the field, then in the right side you can choose attributes that have email addresses.
      1. If you are using the OOB ownership for opportunities this will be the customer field. Select, and Add that field to the To address. This will place a yellow highlighted dynamic reference to the customer.
      2. FYI if you are using customer it will pull the email address from the contact, or from the account depending on which record was set as the customer.
      3. If you are using a custom field for an individual contact that is responsible for that opportunity you will select that field instead.
      4. You said suppliers, keep in mind you can set suppliers as accounts or use vendors to record this data separate from your customer, unless you are selling to suppliers.
    4. In the body of the email when sending hyperlinks insert them in the following HTML tags. <hyperlink><name>Click Here for Survey</name><value>http://oursurveylink.com&lt;/value>

    5. Working on 1 out of 10 is going to be tough. You most likely will need to set javascript on the form to populate a field with a number incremented by 1 based on the last opportunity closed. This would be a fetch to return the top opportunity closed sorted by Actual Close Date. This would impact form load time. So you may want to approach the business need from a different angle. Like how many a week are contacted, and then run workflow based on actual close date. Where you only send if the actual close date end in an even number. While that would be too random, I am sure you get the point to try and be a little more out of the box.

      Good luck, please verify answer if this helped. Have a great day!

      -Tom

  • Michael Violette Profile Picture
    Michael Violette 155 on at

    Thanks for taking the time to answer Tom. I will apply the changes and test.

    Regards,

    Mike.

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