How can I access related entities in a workflow

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Posted on by Community Member

I've created a workflow that will send an email to users when an entity is updated.

The user object is stored in a related entity - I thought I should be able to access this through the Form Assistant, however the related entity isn't available for me to select.

Is there a setting I need to enable to allow the related entity to be accessed through the Form assistant?

To further complicate things, there will be more than one user object in the related entity, so I need to iterate through and send an email to all users.

Is this possible, any information would be much appreciated.

Thanks,

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Community Member on at

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Hi,

Yes you can select all users using form assistant. Take a look at the image below. In related entities you will find all user objects with their field name. For example in the image you can see Modified By, Owning User etc.

You can add each user object in the To field.

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Emerson Brito 180 on at

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Based on what you described it appears to me you are talking about a 1:N relationship.

When working with 1:N (one to many), workflows created on the parent entity won't have access to the children (at least not through the designer, the child entity won't be listed).

On the other hand, workflows created on the child entity (the 'N' side of the relationship) will see the parent entity on the designer.

The way I have solved a similar requirement was through a custom workflow activity.
Once the workflow is triggered by an event on the parent entity, the custom workflow activity can loop through the child records and perform the required action.

MSDN: Custom workflow activities

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Community Member on at

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You have a 1:N relationship where your main entity is the "Parent" and system user is the "child". Take a look at this free add-in which should address your needs:
https://crm2011distributewf.codeplex.com/

(Note, the project is now described as 2011-2015, don't worry about the URL)

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Community Member on at

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Hi All!

Thanks for all the suggestions,

-Vikas thanks for your imput

-Emerson , I'll have a look through the link you sent me,

But I think I'm going to investigate,

-Adams Suggestion first.

Thanks again guys, I'll let you know how I get on.

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Community Member on at

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Hi Adam,

Just had a quick look at the codeplex solution and I was wondering can this be used with MS Dynamics CRM online (2015)?

Cheers

Dave

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Community Member on at

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I'm having the same issue - does this plugin work with CRM 2016 online?

Regards,

David Kotchie

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Asif Huddani on at

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Dynamics CRM online version support plugin but only in Sandbox environment

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