Know Your Microsoft Dynamics 365/CRM Workflow Triggers

What Triggers your Workflows in Microsoft Dynamics 365/CRM, or what causes them to actually run?

The most important one is the one that gets confused the most, called Record is Created.

  1. Record is Created

In the world of CRM, when a Record is Created, it literally refers to every single action that is created before you hit Save the first time.

Admins will typically set up a Workflow and think no one will adjust the field until the Record is created, or only want to Trigger it when the Field is changed, but what if the Field is changed before the Record is saved for the first time?

CRM Red Flag!

If you don’t have a Trigger as Records is Created set up, your Workflow will not Trigger, showing this type of Trigger’s true importance …

The following Triggers are triggered after the Record is Created.

2. Record Status Change

This simply refers to when the Status Field within the Entity changes.

Most commonly, with this Trigger, Cases will go to Resolve, Opportunities will go to Close or Lost, etc.

3. Record is Assigned

When you change the Ownership of a Record, you Trigger Record is Assigned.

Keep in mind, if you’re creating a Record for someone else, you’re not assigning it to them automatically. These are different functions.

Be cognizant of this fact while working in Microsoft Dynamics 365/CRM.

4. Record Field Changes

With this Trigger, you can pick any Field on the Entity that the Workflow is representing and choose more than one. This Workflow will occur when a Record Field Changes within the selected Entity.

You can select Multiple Fields with this Trigger. Remember, whenever any Record Field Changes, the Workflow is Triggered.

5. Record is Deleted

This Trigger is pretty self-explanatory, no matter your experience working in Workflows within Microsoft Dynamics 365/CRM.

You can set up a Workflow to send you an email when this Trigger happens, for example. It’s exactly what it sounds like!

6. Within a Business Process Flow

This Trigger means you can trigger a specific Workflow when a record enters or exits a particular stage. Keep in mind, it must be set On-Demand.

7. On-Demand Process

This refers to more than one Trigger.

It’s a good idea to set On-Demand if you’ll ever need to run Triggers as a One-Off situation.

On-Demand Processes allow you to run processes and/or update data without relying on a Workflow Trigger.

You on Demand-Processes independent of other Triggers.

Additionally, On-Demand Processes can offer bulk functions to help eliminate tedious tasks from your workday.

If you have thousands and thousands of records, for example, it’s possible that these records are associated with the individual option you’re going to change.

If you’ve ever done anything with Views, you know you can only run 250 at a time, which is a tedious, time-consuming process for the average Microsoft Dynamics 365/CRM User.

To avoid this, XRM Toolbox with On-Demand Processes comes into play. You can run On-Demand Workflows in bulk with this toolbox.

You can run thousands of Records in a particular view at a time by setting up a View, Choosing that View, Choosing the On-Demand Workflow, Validating it, then choosing your Path Size.

You can run 500, take a beat, then do another 500, until it’s updated everything in that View. In just two, to three minutes, you’re done!

Sounds great, right?

Learn more about Triggers in Workflows when you watch Ledgeview’s On-Demand Webinar, below!

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