This blog article outlines how to create a document and attach it to an email in a single AutoMerge workflow-step for MS CRM 2013 Online.
First open your CRM and go to “Settings” > “Processes” and create a “New” workflow:
In the next window type in a “Process Name” e.g. “Test_Workflow”, choose the “Entity” for which you want to create the workflow for e.g. “Account”. Set the “Category” to “Workflow” in order to create a new workflow process. Click on “OK” to confirm.
First, the email has to be created. Therefore click on the “Add Step”-drop-down-button and choose “Create Record”. Type in a name for your step e.g. “Create Email” and set the “Create:” to “Email”. Then click on “Set Properties”.
An email activity opens. In this window, a sender, a subject and an email text has to be defined. Set the cursor in the “Recipient”-field to define the recipient. To do so, select “Look for: Account” in the “Form Assistant”-area on the right sight, click on “Add” and then on “OK”. Now the “Recipient”-field is filled out correctly. Follow the same instructions for the “Regarding”-field, in order to set the regarding entity. E.g: “Account”.
The second step would be to create a new MSCRM-ADDONS.com AutoMerge Working item, where the document is generated and attached to the email. To do this, add a new step with click on “Add Step” and choose “Create Record”. Type in a step description and set “Create:” to “MSCRM-ADDONS.com AutoMergeWorkingItems”
Click on “Set Properties”. In the next window type in a name and define the AutoMerge-action. E.g. “CreateDocument”. It it important to insert the “PrimaryRecordsUrl”. For that, set the cursor in the “PrimaryRecordUrl”-field and go to the “Look for:”-area within the form assistant on the right side and select “Record URL(Dynamics) from the second drop-down-menu, click on “Add” and “OK”.
To determine the Template to be executed, set your curser in the “TemplateToExecute” field and look for it. Next to this, a file format has do be defined. E.g “pdf”. In the “TemplateToExecute”-field search for the document that should be attached. E.g. “Account_Overview_DOCX.docx”. Next set the cursor in the “EmailToAttach”-field and go to the “Look for:”-area within the form assistant on the right side and select “Create Email (Email)”. Click on “Save and Close”. (See next screenshot)
Now your workflow is finished and ready to be used. The possible result could look like this:
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to email@example.com.