Dynamics CRM 2016 doesn’t quite yet have the out-of-box ability to schedule workflows to run regularly like weekly, monthly, yearly, etc. However, there is a work-around you can use that utilizes the CRM workflow “wait” step and child workflows to achieve this functionality. Let’s walk through the steps for configuring this!
1. First, define the logic for how the workflow should be triggered the first time it needs to be executed. This can be either when the action is created or as an on-demand workflow, whichever is applicable for the business requirement in question.
We do not want it to run on other events such as update or status changes as they can cause the workflow to be triggered multiple times. The best option is to make it on-demand to limit the number of recurring workflows and the performance impact that comes with it. We also want to set the process to: As a child process.
2. Define the logic of the action that needs to be executed every time the workflow runs like sending an email, creating a task or phone-call to follow-up, etc.
3. Add the wait condition to the frequency needed as the last step of the Workflow.
4. Create another workflow and check As a child process.
5. The only step left for this workflow is to call the main workflow. We have to do this step since the workflow cannot call itself in CRM 2016.
6. Now, call the child workflow from the main workflow after the wait condition.
This process will make sure the workflow is triggered initially according to the condition (create of the record, update of the field/status) and set the recurring workflow jobs in action. If you want to stop the workflow after certain conditions are met, you can specify those conditions in the child workflow as a check condition before looping back to the original process.
Note: Wait conditions on workflows will require resources and may cause performance issues if there are too many running at the same time. Consider making them on-demand or adding check conditions in the child workflow to end the frequency if they do not need to run all the time.
That’s all for the blog today! Check out our Dynamics CRM 2016 Update Webinar Series to keep updated on all the latest and greatest with CRM 2016.