2011 Administrator’s Guide Copyright

Work with dialogs

Create a dialog

Assign a process to another user

Assign a process to yourself

Share a process with other users

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Start a dialog

Concepts:

• 
  Creating and using dialogs
  

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1. 
   Open the list of records that contains the record for which you want to start a dialog, such as leads or cases.
   
2. 
   Select the record on which you want to run a dialog.
   
3. 
   In the Process group, click Start Dialog.
   
4. 
   In the Look Up Record dialog box, select the dialog that you want to run, and then click OK.
   
5. 
   In the confirmation message, click OK.
   

• 
  A dialog cannot be started on multiple records.
  
• 
  The Start Dialog button may not be available if you do not have permission to run dialogs for the record listed.
  

This task requires the System Administrator or System Customizer security role or equivalent permissions. Customization tasks can be performed only while you are online. More information: Customization Permissions

1. 
   In the Navigation Pane, click Settings, and then under Process Center, click Processes.
   
2. 
   On the Actions toolbar, click New.
   
3. 
   In the Create Process dialog box, set required properties for the dialog.
   

1. 
   In the Process name box, type the name that you want to use for this dialog.
   

2. 
   From the Entity list, select the primary entity that you want to use with this dialog.
   

2. 
   From the Category list, select Dialog.
   
3. 
   In the Type area, select whether you want to create a completely new process or whether you want to use a process template.
   

4. 
   Click OK.
   

4. 
   In the Process Properties area, set additional properties for the dialog.
   

1. 
   If you plan to publish this dialog to use for your business processes, from the Activate As list, select Process.
   

If you plan to publish this dialog as a process template, from the Activate As list, select Process template.

2. 
   Under Available to Run, select how you want to make the dialog available to other users in your organization:
   

• 
  As an on-demand process. If you want to be able to start the dialog manually for a specified entity as an on-demand process, select this check box.
  
• 
  As a child process. If you want use the dialog as a child dialog, which means that it starts only when it is triggered within another dialog, select this check box.
  

5. 
   Add input arguments to your dialog.
   

1. 
   In the Input Arguments section, click Add to open the Add or Modify Properties dialog box.
   

2. 
   In the Name field, type a unique name for the input argument. This name is the identifier for the input argument and it should be clear enough to enable you to identify it later when you want to use it in a dialog.
   

2. 
   From the Data type list, select the data type for the input argument:
   

• 
  Text is an alphanumeric value.
  
• 
  Integer is a numeric value.
  
• 
  Float is a floating-point numeric value.
  

3. 
   In the Default Value field, enter a default value for the input argument. The default value must match the data type you selected.
   
4. 
   To save your changes and close the dialog box, click OK.
   

6. 
   Add variables to your dialog.
   

1. 
   In the Variables section, click Add to open the Add or Modify Properties dialog box.
   

2. 
   In the Name box, type a unique name for the variable. This name is the identifier for the variable and it should be clear enough to enable you to identify it later when you want to use it in a dialog.
   

5. 
   From the Data type list, select the data type for the input argument:
   

• 
  Text is an alphanumeric value.
  
• 
  Integer is a numeric value.
  
• 
  Float is a floating-point numeric value.
  

6. 
   In the Default Value box, type a default value for the variable. The value must match the data type you selected.
   
7. 
   To save your changes and close the dialog box, click OK.
   

• 
  Variables in dialogs have a global scope and can be accessed for any step in your dialog.
  
• 
  You can use variables as data slugs in the workflow logic for different action steps in your dialog.
  
• 
  You can use variables to maintain a running counter for determining a score based on responses in prompt and response steps.
  
• 
  You can use variables for computational values that can be used in a dialog by using the assign value step.
  

7. 
   Add stages to your dialog.
   

1. 
   Under Steps, click where you want to add the stage.
   

8. 
   On the Process Logic toolbar, click Add Step and select Stage.
   
9. 
   Click OK.
   
10. 
    Click Type a stage description here and replace the default text with a description of what your dialog stage includes.
    

8. 
   Add pages to your dialog.
   

1. 
   Under Steps, click where you want to add the page.
   

11. 
    On the Process Logic toolbar, click Add Step and select Page.
    
12. 
    Click Type a description here and replace the default text with a description of the page.
    

9. 
   Add prompt and response steps to your dialog.
   

1. 
   Select the line in your dialog page where you want to add the prompt and response step.
   

13. 
    On the Process Logic toolbar, click Add Step and select Prompt and Response.
    
14. 
    Under Steps, click Set Properties.
    
15. 
    In the Define Prompt and Response dialog box, in the Prompt Details section, type the text the user sees when they use the dialog.
    

6. 
   In the Prompt Text box, type a question or instructions for the prompt.
   
7. 
   In the Tip Text box, type an optional tip to help clarify the prompt.
   

16. 
    In the Response Details section, set the details for the response.
    

8. 
   From the Response Type list, select a response type.
   

• 
  Select None to have a prompt that allows no response. A prompt with no response may be an instruction to take some external action, such as calling a contact, before proceeding to the next prompt.
  
• 
  Select Single Line to provide a response that consists of a single line of text with no more than 255 characters, including spaces.
  
• 
  Select Option Set (radio buttons) to provide a specified set of responses that are displayed as radio buttons in the dialog.
  
• 
  Select Option Set (picklist) to provide a specified set of responses that are available from a picklist in the dialog.
  
• 
  Select Multiple Lines of Text (Text Only) to provide a response that consists of multiple lines of text with no more than 255 characters, including spaces.
  

9. 
   From the Data type list, select a data type for the response.
   

• 
  Text is an alphanumeric value.
  
• 
  Integer is a numeric value.
  
• 
  Float is a floating-point numeric value.
  

10. 
    If you selected Single Line or Multiple Lines (Text Only) as the response type, type a default value in the Default Value box, and then, next to Log Response, select whether or not to log the response so that it can be used in another place in the dialog.
    
11. 
    If you selected Option Set (radio buttons) or Option Set (picklist) as the response type, for Provide Values, select how you will provide values for the response.
    

• 
  Define Values enables you to define your own values to the response.
  
• 
  Query CRM Data enables you to provide values from a record in Microsoft Dynamics CRM.
  

17. 
    Click Save and Close.
    
18. 
    Click Type a step description here and replace the default text with a description of what your dialog step includes.
    

10. 
    Add steps to your dialog.
    

1. 
   Under Steps, click where you want to add the check condition step.
   

19. 
    On the Process Logic toolbar, click Add Step, and then select Check Condition. You can add a check condition at any level in your workflow logic.
    

• 
  Conditional Branch. Adds a conditional branch to the workflow. To add a conditional branch, you must select the If line in a check condition or the Otherwise, if line in another conditional branch.
  

• 
  Default Action. Adds a default action to the If dialog box. You can include only one default action associated with a check condition. To add a default action, you must select the If line in a check condition or the Otherwise, if line in a conditional branch.
  

20. 
    Click condition.
    
21. 
    In the Specify Condition dialog box, select the condition for the step:
    

12. 
    In the first list, select a primary entity or related entity.
    
13. 
    In the second list, select a field in the entity you selected in the previous step.
    
14. 
    In the third list, select the logical operator that best fits the condition you want to specify, such as Contains or Equals.
    
15. 
    In the last lists or boxes, enter the values that you want to use as the criteria for your condition.
    
16. 
    Click Save and Close.
    

22. 
    In the Process Logic area, click Type a step description here and replace the default text with a description of what your check condition step includes.
    

11. 
    Add actions to your dialog.
    

1. 
   Under Steps, click where you want to add an action.
   

23. 
    On the Process Logic toolbar, click Add Step, and then select one of the following items:
    

• 
  Query CRM Data. Queries a Microsoft Dynamics CRM record to return specified data.
  
• 
  Assign Value. Assigns a specified value to a variable or input argument that you have set up for the dialog.
  
• 
  Create Record. Creates a new record. From the Create list, select the entity for which you want to create individual records.
  
• 
  Update Record. Updates a record. From the Update list, select the record that you want to update.
  
• 
  Assign Record. Assigns a record from one user to another user. From the Assign list, select the record that you want to reassign, and then click the Lookup button and select the user you want to assign the record to.
  
• 
  Send E-mail. Sends an e-mail notification. From the Send e-mail list, select whether you want to create a new e-mail message or use an e-mail template.
  
• 
  Start Child Workflow. Starts a child workflow. From the Start child workflow list, select the primary entity of the child workflow you want to use, and then click the Lookup button and select the child workflow.
  
• 
  Link Child Dialog. Starts a child dialog. From the Link Child Dialog list, select the primary entity of the child dialog you want to use, and then click the Lookup button and select the child dialog.
  

• 
  Change Status. Changes the status of a record. From the first Change status list. Select the record that you want to change the status of and then select the status from the second list.
  
• 
  Stop Dialog. Stops the current dialog. From the Stop workflow with status of list, select the status that you want to set for the stopped dialog.
  

24. 
    If a Set Properties button appears next to the new action you added, click Set Properties and specify details about the entity that this step in your dialog is taking action on.
    
25. 
    Click Type a step description here and replace the default text with a description of what your dialog step includes.
    

12. 
    Click Save or Save and Close.
    

This task requires permissions that are found in all default security roles. Customization tasks can be performed only while you are online. More information: Customization Permissions

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

1. 
   In the Navigation Pane, click Settings, and then under Process Center, click Processes.
   
2. 
   Open the dialog that includes fields where you want to use dynamic values.
   
3. 
   If you want to add dynamic values to fields in a 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 attributes you want to insert as dynamic values.
   
8. 
   From the second list under Look for, select the specific attribute you want to insert, and then click Add.
   
9. 
   If you want Microsoft Dynamics CRM to insert alternative attribute values in cases when the attribute you specified in steps 4 through 6 is empty, repeat these steps to add additional attributes, and then use the Move Up and Move Down buttons to arrange the attributes 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 attributes 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 Process Logic area, 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

This task requires permissions that are found in all default security roles. Customization tasks can be performed only while you are online. More information: Customization Permissions

Activating a dialog makes it available to use as an on-demand process or child process. You cannot use unactivated dialogs that are in a draft state.

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

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

4. 
   In the confirmation message, click OK.
   

Dialogs cannot be started automatically.