2011 Administrator’s Guide Copyright

Add or change dynamic values in a workflow

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You can use dynamic values in the entities or records that you use in a workflow, as well as in the conditions in your workflow logic.

1. 
   In the Navigation Pane, click Settings, and then under Process Center, click Processes.
   
2. 
   Open the workflow that includes fields where you want to use dynamic values.
   
3. 
   If you want to add dynamic values to fields in a workflow condition, open the condition that includes the fields.
   

If you want to add dynamic values to fields in an entity or record that a workflow action uses, click Set Properties for that entity or record.

4. 
   If the Form Assistant pane is not displayed, click the Expand button .
   
5. 
   Click the field where you want to insert a dynamic value.
   
6. 
   Under Dynamic Values in the Form Assistant pane, from the Operator list, select a logical operator.
   
7. 
   From the first list under Look for, select the entity or record that includes the fields you want to insert as dynamic values.
   
8. 
   From the second list under Look for, select the specific field you want to insert, and then click Add.
   
9. 
   If you want Microsoft Dynamics CRM to insert alternative values in cases when the field you specified in steps 4 through 6 is empty, repeat these steps to add additional fields, and then use the Move Up and Move Down buttons to arrange them in the order that you want Microsoft Dynamics CRM to evaluate them.
   
10. 
    If you want Microsoft Dynamics CRM to insert static text when none of the fields you have specified contain any data, in the Default text box, type the text that you want Microsoft Dynamics CRM to display instead of a dynamic value.
    
11. 
    Click OK.
    

12. 
    In the form for the entity, record, or conditions used in your workflow, click Save and Close.
    
13. 
    In the Workflow form, click Save or Save and Close.
    

You cannot edit dynamic values that you have already inserted in a field. To change a dynamic value, you must remove the old value and add a new one. Select the yellow box in the field for the value you want to change, press the DELETE key on your keyboard, and then add the dynamic value you want to use in its place.

Related Topics Work with Workflows 116 Specify Workflow Condition Form 121 Creating and Using Workflows 113 Workflow Lifecycle 113

Creating and Using Workflows

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

Publish or unpublish a workflow

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Activating a workflow makes it available to use as an automatic workflow, on-demand workflow, or child workflow. Unactivated workflows that are in a draft state cannot be used.

1. 
   In the Navigation Pane, click Settings, and then under Process Center, click Processes.
   
2. 
   Select the workflow that you want to activate or deactivate.
   
3. 
   To activate a workflow, on the Actions toolbar, click Activate.
   

To deactivate a workflow, on the Actions toolbar, click Deactivate.

4. 
   In the confirmation message, click OK.
   

You cannot deactivate workflows that have active workflow jobs. Before you deactivate a workflow, check for any active workflow jobs and cancel them. More information: Work with System Jobs (on page 111)

Related Topics Work with Workflows 116 Creating and Using Workflows 113 Workflow Lifecycle 113

Specify Workflow Condition Form

Specify the conditions for a workflow step

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1. 
   Select the line in your workflow logic where you want to insert a check condition step.
   
2. 
   On the Workflow Logic toolbar, click Add Step, and then select Check Condition.
   
3. 
   In the check condition step, click condition.
   

1. 
   In the Specify Condition dialog box, select the condition for the step:
   

1. 
   In the first list, select a primary entity or related entity.
   
2. 
   In the second list, select a field in the entity you selected in the previous step.
   
3. 
   In the third list, select the logical operator that best fits the condition you want to specify, such as Contains or Equals.
   
4. 
   In the last lists or boxes, enter the values that you want to use as the criteria for your condition.
   
5. 
   Click Save and Close.
   

4. 
   In the Specify Workflow Condition form, click Save and Close.
   
5. 
   In the Workflow form, click Save or Save and Close.
   

Related Topics Specify Workflow Condition Form 121 Creating and Using Workflows 113 Workflow Lifecycle 113