Workflows are a great way to help automate your sales process. You can assign records, create records, update records, email notifications and much more! One of the great things about workflows is that different actions can be taking by using the check and wait conditions. This could be very helpful in many situations.
Let’s take an example. On the order entry form, we have a lookup to the Account entity and a lookup to the Contact entity. With a workflow, we now want to notify the Account and Contact. With a very simple workflow you can achieve this. But what if the email address on the account record and on the contact record are the same? Now your contact will receive two emails. By having the two lookup fields on the order form, you have ability to compare the related entities directly. Let’s walk through the process of adding a Dynamics CRM check condition workflow.
1. Select add step and select check condition.
2. Then click the blue hyperlink in the “If Condition” statement.
3. Select one of the related entities you want to compare. In this example I will select Customer (Account).
4. A list of fields from the Account entity is available; select the email address from the list.
5. For the operator, select “equals”.
6. This step will select the other entity we want to compare to. In the Form Assistant on the right side, change the Look for drop down to the Order Contact (Contact) entity.
7. Next, select the contact email address from the list.
8. With this check condition in place only one email address is needed. In this example I selected to use the email address from the customer record.
9. A condition branch is needed next. This check condition will be exactly the same, but this time change the “Equals” to “Does Not Equal”
10. With the check condition in place in the above step, we need to make sure that we add the Order Contact to the email notification.
By having a lookup values for the both the Account and Contact entity on the order entity, this allows the workflow to compare values from different entities. This is very basic example but this is one of many advantages of having a relational database with MS Dynamics CRM.
Hope this was useful. Happy CRM’ing!