How to change owner (sender of email) when a workflow is triggered.

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Posted on by clw

205

I also posted this to the D365 section, but then realized this is the section it should've been placed it, so apologies for the double post.

Hello -

I've got an issue with an email template sent via a workflow to prospective leads. Our users are sending the template but on the other end it shows as from our administrator account instead of the owner of the lead record.
We've got two separate processes for accomplishing this:

1. We've created an on demand workflow in CRM Online and it works just fine. We were able to edit the ribbon to put a button that triggers the workflow without having to go through the process of creating an email. Works great!

2. Our users wanted a way to send this template from a mobile device when they are out and about. Since the mobile app doesn't allow for workflows (as far as I know) I created a new option field (Yes/No) in the lead entity and placed it on the quick create form. Then set up a workflow on the lead entity so that when a new record is created and if the field is checked "Yes" it sends the email template.

The problem we're having is that with method #2. The workflow gets triggered and completes. Unfortunatly the email that is sent is coming from the administrator account instead of the owner of the lead.
Any ideas on how to fix that?

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clw 205 on at

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RE: How to change owner (sender of email) when a workflow is triggered.

Thank you both for your help! That did the trick and now the workflow is working as intended.

Best regards,

Chris
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Nithya Gopinath 17,074 on at

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RE: How to change owner (sender of email) when a workflow is triggered.

Hi,

As suggested by Alex, you could try writing a real-time workflow which can run in the security context of the logged on user or owner of the workflow. However, workflows set to run on-demand always run under the security context of the logged on user.

See: msdn.microsoft.com/.../dn481598.aspx

Hope this helps.
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ashlega 34,475 on at

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RE: How to change owner (sender of email) when a workflow is triggered.

Hi,

try converting that workflow to a real-time workflow. You can set up a real-time workflow to run in the context of the user making the changes (on the workflow configuration screen) instead of the workflow owner(that's the only option you have with the background workflows)