2011 Administrator’s Guide Copyright

Cancel or change the status of a system job

Viewing status, pausing, postponing, and resuming a system job that you created require permissions that are found in all default security roles. Deleting a system job requires permissions that typically are available only to people with the System Administrator security role. More information about specific permissions and performing this task while offline: Configuration Permissions

1. 
   In the Navigation Pane, click Settings, and then under System, click System Jobs.
   
2. 
   Select the system job that you want to cancel or that you want to change the status of.
   
3. 
   On the More Actions menu, click one of the following items:
   

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  Cancel
  

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  Postpone
  

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  Pause
  

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  Resume
  

4. 
   In the confirmation message, click OK.
   

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  If a system job fails, you can view the details about what steps failed and what the problems may have been. First, open the system job record. To display details about system job failures, move your pointer over the warning symbols.
  
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  To view system job failures in a format that you can print or copy and paste, click the Print button.
  

Related Topics Work with System Jobs 111 Monitoring and Managing System Jobs 111

Duplicates Detected Form

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   If the system detects that your record might be a potential duplicate, instead of saving the record, Microsoft Dynamics CRM displays the Duplicates Detected dialog box.
   
2. 
   To open a record to make sure it is a potential duplicate, in the Potential duplicate records list, double-click the record.
   

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  If the duplicate-detection rule identified potential duplicate records in other record types, review records from each record type listed.
  

3. 
   If your new or updated record is not a duplicate, to create the new record, click Save Record.
   

If your new or updated record is a duplicate, to cancel your changes, click Cancel.

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  Your system administrator or system customizer determines the criteria for identifying a record as a potential duplicate. More information: Requesting User Interface Changes
  
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  If you enter a duplicate record within a few minutes of entering the first record, Microsoft Dynamics CRM will not detect the duplicate record. The matchcodes for new and updated records are created every five minutes, rather than as a record is created.
  
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  Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule exists for the record type.More information: Avoiding Duplicate Records
  

Related Topics Work with System Jobs 111

Creating and Using Workflows

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  Ensure consistency in how records are handled.
  
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  Ensure consistency in the information that is stored in your organization's Microsoft Dynamics CRM database.
  
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  Allow people in your organization to focus on growing your business instead of performing repetitive tasks.
  

Workflow Lifecycle

Lesson 1: Workflow structure

At a minimum, each workflow requires the following properties:

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  Process name. A descriptive name makes it easier to find and run the right workflow.
  
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  Entity. Although a workflow can take action on more than one entity, it is still associated with a single primary entity.
  
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  Type. You can select whether the process you create is a new blank process or a process template. A process template is a type of process that serves exclusively as the basis for creating other process. Process templates cannot start workflow jobs.
  
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  Category. Workflows and dialogs are both processes, but there are differences. You must select Workflow as the category in order to use the properties and logic that is specific to workflows.
  
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  Scope. A workflow's scope determines the records that the workflow can take action on. The scope is limited by the permissions that the workflow's owner has, as well as by the access level the owner selects for the scope when they create the workflow.
  

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  Organization
  
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  Parent:Child Business Units
  
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  Business Unit
  
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  User
  

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  How automatic processes are started. You can specify what events in your Microsoft Dynamics CRM implementation will cause the workflow to take action, such as the creation of a new lead record or a specific change to a case record.
  

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  When a record is created.
  
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  When the status of a record changes, such as when it is closed or deactivated.
  
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  When a record is assigned to someone else.
  
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  When a specified field in the record changes.
  
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  When a record is deleted.
  

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  Availability. In addition to workflows that run automatically when certain events occur, you make the workflow available as an on-demand process, a child process, or both:
  

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  An on-demand process runs only when a user chooses to apply it to records from a toolbar or menu in Microsoft Dynamics CRM.
  
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  A child process runs only when started by another process. It is contained within a parent process and cannot be run on its own.
  

The process logic you add to your workflow determines the specific actions that the workflow will take on records.

Process logic for a workflow includes the following elements:

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  Stages. Stages are elements of process logic that group steps. Process rules determine the required activities for a workflow and the order in which those activities must be performed. By adding stages to your process logic, you can group the steps in your workflow. Stages make the process logic of the workflow easier to read, and explain. However, stages do not affect the logic or behavior of workflows.
  

You can use stages to define business processes that your organization uses. For example, one workflow could use stages to describe the opportunity management process for your sales team, while another workflow could define the case resolution process for your customer service representatives.

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  Steps. A step is an element of process logic that defines a unit of business logic within a workflow. Steps can include conditions, actions, other steps, or a combination of these elements. There is no limit to how deeply you can nest workflow steps.
  

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  Check Condition. Defines a specific situation and any actions that should be taken if that situation occurs. A logical "if-then" statement in a workflow.
  
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  Conditional Branch. Defines an alternative condition and action or additional steps, in cases when the criteria in a check condition element are not met. A logical "else-if-then" statement in a workflow.
  
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  Default Action. Defines an alternative action in all cases that do not match the criteria defined in check conditions or parallel wait branch elements. A logical "else" statement in a workflow.
  
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  Wait Condition. Enables a workflow to pause itself until the criteria defined by the condition have been met. The workflow starts again automatically when the criteria in the wait condition have been met.
  
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  Parallel Wait Branch. Defines an alternative wait condition with a corresponding set of additional steps that are performed only when the initial criterion is met. You can use parallel wait branches to create timeouts in your process logic. They help prevent the workflow from waiting indefinitely until the criteria defined in a wait condition have been met.
  
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  Custom step. Provides extensions to the logical elements available by default in Microsoft Dynamics CRM. Steps can include conditions, actions, other steps, or a combination of these elements. Custom workflow steps can be developed by using the information in the Microsoft Dynamics CRM SDK http://go.microsoft.com/fwlink/?LinkId=104332.
  

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  Actions. Actions are elements of process logic that specify the actions to be performed by workflow jobs when conditions defined in the workflow have been met. By adding actions to workflow steps, you define the specific actions you want the workflow to perform.
  

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  Create a record
  
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  Update a record
  
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  Assign a record
  
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  Send an e-mail notification
  
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  Start a child workflow
  
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  Change the status of a record
  
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  Stop the current workflow
  
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  Perform a custom workflow action