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Implementation & Customization Microsoft CRM 3.0 Workflow Example for Beginners

1) Start->All Programs->Microsoft CRM->Workflow Manager (On your CRM Server)

2) Accept the default URL that appears unless you can see that it is incorrect, then replace it with the correct url

3) The workflow manager will open, all of the user owned entities will appear in the "Entity" Picklist

Example:
4) Select "Account" from the picklist of Entities

5) File->New

6) The "Create Worflow Rule" opens asking for a Name, Description, Event
Name: A001
Description: Tasks to complete for new customers
Event: Create
Now click "Next" at the bottom of the form

7) The select behavior form opens with the beginning of the rule already in place, which shows as "When account is created" , from here you can add the rules you need

8) On the left side of the window named in #7 above are the controls, "Insert Condition", "Insert Action", "Edit Selected", "Delete Selected".....add a new condition by clicking on the "Insert Condition" button and selecting the "Check Condition" option.

9) After #8 above you should see the following text in the body of the rule

When account is created
if
<<add conditions here>>
then
<<add conditions here>>

10) Add conditions by highlighting the first <<add conditions here>> and clicking on the "Insert Condition" button and selecting the "Check Entity Condition" button.

11) The create condition form should open with the Entity Picklist set to "Account" and the other fields blank. Select the "Relationship Type" field from the "field" picklist. To the right of that is an empty picklist that contain the operators, select "=" from that picklist. Next, click on the ellipse "..." button to open the "select value" form.

12) The select value form options are either "static" or "dynamic", for this example select "static" if it is not already and then select "customer" from the picklist.

13) Click "OK" and "OK" to return to the main workflow rule

14) Now, highlight the second <<add conditions here>> and click "Insert Action" and select "Create Activity"

15) The Activity Type can be set using the "Type" picklist in the top right part of the "Create Activity" form. Set this to "Task" if it is not already.

16) Put your cursor in the Subject Field and write "Send customer welcome kit for:" and then click the button avialable at the end of the subject field.

17) Click the "New" button and select "Account" in the first picklist and "Account Name" in the second. In the default value field, type "Account Name is Missing", click on the insert field button.

18) At the bottom of the task form, set the "days" picklist to 2 so that the task will be due 2 days from the date it is created.

19) Click the "create activity" button

20) Your rule should be complete and should look like this:

When account is created
if
Account.Relationship Type = Customer
then
Task: Send customer welcome kit for: {Account:Account Name;Account N...}
end if

21) Now click save and you will see the rule in the workflow manager.

22) Highlight the rule and click the "Activate" button in the top action bar of the workflow manager.

23) Test it by adding a new account with a relationship type of customer and then seeing if the task appears in the activities section for that account. **Note: workflow can sometimes take a few seconds to add activities so you may want to refresh the screen a few times before the activity appears.

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