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

Start an On-Demand Workflow

Concepts:

• 
  Creating and Using Workflows (on page 113)
  
• 
  Monitoring and Managing Workflows (see "Monitor and Manage Workflows" on page 115)
  

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1. 
   Open the list of records that contains the record to which you want to apply a workflow, such as leads or cases.
   
2. 
   Select the record or records to which you want to apply a workflow.
   
3. 
   In the Process group, click Run Workflow.
   
4. 
   In the Look Up Record dialog box, select the workflow that you want to run, and then click OK.
   

Creating and Using Dialogs

Dialogs provide:

• 
  Consistent customer interactions and interactive user tasks.
  
• 
  Consistent information entry into your organization's database.
  
• 
  A way for people in your organization to focus on growing your business, instead of performing repetitive tasks.
  

Understanding dialogs structure

• 
  Process properties
  
• 
  Input arguments
  
• 
  Variables
  
• 
  Prompt and response steps
  
• 
  Workflow logic

  process properties

  The basic details of a process, whether a workflow or dialog, including its name and the primary entity that it acts on (such as Lead or Case).

  input argument

  A user-defined value that is used to pass data from a parent dialog into a child dialog. An input argument can be included only in a child dialog.

  variables

  Data that you can store in a dialog and pass in as values in steps and actions.

  prompt and response

  A step in a dialog process that prompts customers to make selections from a set of values or to enter values in fields. The customer’s selection is their response. A prompt and response step may also simply provide instructions to a user that require no response in the user interface.

  workflow logic

  All of the conditions, actions, and other logical elements that define when and how a particular workflow takes action on Microsoft Dynamics CRM records.