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How to create scheduled reports

With the option to schedule document operations inside Microsoft Dynamics CRM – DocumentsCorePack opens up its capabilities for scheduled reports.

Whether you want to 

- get a simple overview of all opportunities closed last month,
- you wish to send a reminder to a group of selected customers automatically or
- you would simply like to find a printed copy of all invoices every morning in your printer –

with scheduled reports this is not only possible, it is also easy.

This article describes which preconditions are needed in order to run the tool. It is a step-by-step instruction of how to use and benefit from the scheduler.

What components are needed & how does it work?

1) DocumentsCorePack workflow integration 
(allows to automate document generation and processing inside MS CRM workflows)

2) Mscrm-addons.com Scheduler 
(this entity allows to configure schedules for workflows that are to be executed)

The Scheduler allows you to define queries for CRM records where a certain workflow is executed by following a defined schedule.

 

EXAMPLE: Step-by-Step instruction on how to define a scheduled report

How to configure scheduled reports?

Step 1: Create a Workflow that performs the operation you wish to schedule.
In case you have not created a workflow in Microsoft Dynamics CRM yet, get some advice how to do this

In our example, we decided to create a workflow that would remind all customers with outstanding bills automatically via eMail.

Therefore, we have opened a new process. To do so, we navigated to Settings > Processes and clicked on the [New]-button:


Figure 1: Create new process

The following window opens. 
Select a unique name for your process and enter it in the Process name-field. To create an Invoice workflow, enter the corresponding category and entity. 
As we decided to create an Invoice Reminder, we named it correspondingly. Click on the [OK]-button in order to proceed. 
 


Figure 2: Create new process

The following window appears:


Figure 3: Add new steps to workflow

1) Create Document

Click on AddStep > AutoMergeWF > CreateDocument in order to create a new document.
A new step appears in your general window. Click on the [Set Properties]-button and the following window appears.

Select your preferred template for your future invoice here. Click on the [Save and Close]-button in order to proceed.   

Figure 4: Add Steps to your workflow
Figure 5: Set Step properties

2) Create Record

Click on AddStep > CreateRecord in order to create a new record.

You will be asked which record you would like to create. (here: eMail)

 
Figure 6: Create record

Again, click on the [Set Properties]-button. In the next window, you can modify your email content and create your email. Do not 
forget to hit the [Save and Close]-button as soon as you have finished.  


Figure 7: Create email content

3) Attach to Email:

Back at the general window, again click on AddStep > AutoMergeWF > AttachToEmail.
A new step will be added. Please click on the [Set Properties]-button again. The 
following window appears. 

The Form Assistant at the right side enables you to set the dynamic values of the created record.  
(here: Create Email, the record that we have created in the last step)

Please note: It is necessary to click first in the field at the left side (marked by an arrow and highlighted) and to set your properties afterwards, because the system needs to know which field to fill.
Furthermore, it is crucial to press the [Save and Close]-button (upper left corner) as soon as you have finished.   


Figure 8: Attach to email using the form editor

Click into the next field and look for the document you want to attach. (here: the document we 
have created in Step 1)  


Figure 9: Set custom step input properties

4) SendEmail

In the next step, we define which Email we want to send. Do not forget to save and close the window!

 
Figure 10: Define which email you want to send 

In our example, the finished workflow looks as follows: 


Figure 11: Finished workflow

Get a more detailed view at the added steps (with an explanation):


Figure 12: Finished workflow in detail


Step 2: Create a new MSCRM-ADDONS.COM SCHEDULER record.
The entity comes with the installation of DocumentsCorePack.
You can add the entity to the CRM-menu or use the Advanced Find to create a new scheduler configuration.

How to configure the scheduler properly:


Figure 12: How to configure the scheduler properly

Step 3: Create a fetch

To create a fetch, please open the Advanced Find.

Simply insert your preferences there and click on the [Download Fetch XML]-button. (here: a 7 days due date.) 


Figure 13: Insert preferences for XML fetch

The following window appears:


Figure 14: Downloaded FetchXML - example

Once created, simply copy the text of the fetch into the corresponding field of the scheduler. Save and proceed.

That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.




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