Real time workflows in Microsoft Dynamics CRM-2013

1. REAL-TIME WORKFLOWS
Microsoft Dynamics CRM -2013

2. Retrieving Data from a Related Entity with Real-Time
Workflows in CRM 2013
Microsoft Dynamics CRM, when you
create a new record within the context of
a parent record, the mapping controls
what data is populated from the parent.
For example, when you create a new
contact from an account, the main phone
number, address, and description fields
are brought down from the account. But if
you create a contact record from
anywhere OTHER THAN the account

3. Luckily, CRM 2013 real-time workflows
have come to the rescue! These
workflows can fire on change of a field
and present the changes while the user is
still on the page. To demonstrate this, we
will create a real-time workflow to update
the basic contact fields based on the
selection of an account.

4. Here are the steps to create that workflow:
1.In CRM, navigate to Settings >
Processes.

5. In the Create Process window, name the new process.
Set the category to Workflow and the entity to Contact.
Uncheck the Run this workflow in the background box
and press OK.

6. If you have used workflows in the past, you may notice that new
options are available in the process window when you choose to
run the workflow in the background.
a. Set the scope to Organization.
b.Select the desired option for Execute As. Using the
system default of “The user who made the changes to
the record” has some benefits because the changes
will show that user on the audit log instead of the
workflow’s owner. However, there are times when a
workflow needs to run with permissions greater than
the average user, and in those cases you would want
to change the setting.

7. C. Check the Record fields change checkbox, press the Select button,
choose Company Name from the resulting window and press OK

9. 3.Enter a description on the step and press the Set
Properties button.
1.Press Select this row and click Add Step and press
the Add Step button.
2. Choose Update Record in the resulting list.

10. 4.In the Update Contact form, click on
the Business Phone. In the Form Assistant
on the right side, set the Look For value
to Company Name (Account) and
select Main Phone in the next drop down
list. Then press the Add button (which will
make Main Phone appear in the window
below the drop down list) and press
the OK button.

12. 1.Follow similar steps to add the address
fields to the workflow. In this case, scroll
down to the bottom to the Additional
Fields section to populate the Address 1
fields. These fields make up the fly-out on the
address section of the form.

14. 1.Press Save and Close on the update contact form.
2.Press Save and then Activate on the workflow
form.