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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Mapping User details t...
Microsoft Dynamics CRM (Archived)

Mapping User details to Leads, Accounts and contacts

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Posted on by Paul Self 485

As part of my workflows and email templates, I desire to put the Owner's information in in various ways to make the emails seem more personal. Things like First, Last, Phone, and some of them are outside sales reps from another company which I would like to use.

  • Most of the fields exist in the User entity except "Outside Company Name". So, I created the field for this and entered data.
  • Created fields in Leads, Contact and Account for the desired fields that include Owner_First, Owner_Last, Owner_outsidecompany, Owner_phone.
  • Created 1:N relationships in User entity to map the fields from User to Leads, Contact, and Account.
  • Mapped fields as needed.
  • Published everything, but nothing shows up in Leads, Contact, or Accounts.

Am I doing this backwards?

I have tried this with N:1 and also tried both permutations in each Entity. Still nothing.

I was suspicous of the Custom field in Users not working, but the other fields are standard out of the box and they don't work either.

Using CRM 2011 online

Any insights will be greatly appreciated.

Paul

 

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  • Suggested answer
    GL-23071537-0 Profile Picture
    GL-23071537-0 on at

    Hi Paul,

    You are on the right track adding any additional fields to the User record that you might need in a Email template or a workflow.  However, you should not need to replicate these fields on the Lead, Account, and Contact as the fields from the Owning User are accessible from the Workflow and Email template.  From an Email template, when you go to insert fields, you simply select fields from the User.  From workflow, when you insert fields, you drop down the list of entities and select Owner, and all the fields on the Owner record will be available to you.

    Does that make sense?  

  • Verified answer
    Paul Self Profile Picture
    Paul Self 485 on at

    I guess that is where I am confused. I interpret Owner as the owner of the record and User as the current person accessing that record.  However, you are correct. My interpretation is wrong. The Fields I created to show up where you said they would.

  • Paul Self Profile Picture
    Paul Self 485 on at

    I am correct about my interpretation of User vs Owner. I ran a test email and it put the User’s information in, not the Owner. The User = me, the Owner = Ron and he is with an outside company. The workflow that runs the email template is ran by me as the User because I operate a lot of the stuff for the field teams.  Therefore the Owner information as you described is putting my info in instead of the Ron's info.

  • Community Member Profile Picture
    Community Member on at

    You should definitely be able to include information from the Owning user in the workflow, and you definitely should not need (and do not want) to copy the "outside company" field to lots of lead or contact records (and by the way, mapping only works at the point you create a record from inside the context of the parent, so this will never work retro0actively against existing records).

    I am not certain if the email template includes fields from the user who creates the email rather than the owner, (so in this case the workflow owner is the one who creates the email), but that makes sense if it is the case. So you may have to build and send the email in the workflow rather than using an email template.

  • multiguy Profile Picture
    multiguy 465 on at

    I know this is old but I still don't have any answer for this.  Like Paul, I'm trying to insert the Name, Title, Email Address, and Phone number of the Lead Record Owner into an Email Template. The only thing I can put in is the Name because the Lead record holds the Owner name.  However ,the only options to add Title, Email, Phone, etc., are from the USER data.  Unfortunately this inserts the user data of the person that fired the workflow that used the email template, not the owner of the lead record.  How do I get the Owners User info into a template?

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