Salesforce.com – Using Process Builder and Creating an Email Alert (Part 2)

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To show how the process builder works as opposed to the standard workflows, we will create a notification or “email alert”.  However, unlike the standard workflow, you have to create the email alert before you create the process.  Before, we could create criteria and then create the email alert message.  In the new process builder, it’s much easier to add it in before and simply reference it in the process.  There is a button however to make a new alert, it just leaves the process builder which can seem a bit odd and disconnected.

Go to Setup and search for “Email Alerts” (select it).  If you have to pass by the splash page of “what is a workflow”, that’s fine, otherwise you’ll see your list of existing alerts.  Click the “New Alert” button at the top to get to the creation screen.

Here you’ll provide a description, the object that the alert performs or is triggered by and the email template that is used (you may have to create that one in the template area as well first).

Once created, it will look like this in your list.

From here we’ll now spend time on the process builder and reference this email alert based on the order changing status…

Written by Prabha Krishnamurthy

MSCRM – Quick Way to Reopen an Activity

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Last month I posted about creating workflows to re-open activities. This month I’m writing about a quick and dirty way to do the same thing but using JavaScript.

1. Open the closed activity that you want to re-open.

2. In the URL field of the browser, enter the following text:

javascript: var form = $(“iframe”).filter(function () { return ($(this).css(‘visibility’) == ‘visible’) })[0].contentWindow;form.Mscrm.CommandBarActions.activate(form.Xrm.Page.data.entity.getId(), form.Xrm.Page.data.entity.getEntityName());

3. Before hitting ‘Enter’ check to make sure “javascript:” wasn’t stripped from the beginning of the text. You can manually type it back in. 
4. Hit ‘Enter’ and the activity will automatically update to be open. So cool! 

MSCRM – CRM for Outlook & Firewalls

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A client recently came to me with a problem where they could not login to MS Dynamics CRM via Outlook. I discovered that they had a network firewall enabled so I went about researching which ports are used by CRM for Outlook. This TechNet article shows that port 80 is used for HTTP and port 443 for HTTPS. I went back to my client with this information but it turns out that they don’t block either of those ports. We learned that the problem is only with the initial login so they temporarily disabled the firewall and was able to login. Once the firewall was enabled again, it was still working.

MSCRM – Change Biz Process on Existing Opportunities

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If you create a new business process for your opportunities in CRM, the records that already exist do not update automatically. It may appear that you have to update each individual record to use the new process but there is a way to do this in bulk. Once you have your new process set up and your old process deactivated, you’ll start seeing a message like this on your existing opportunities. This is a good reminder that you need to switch the business process. 

If you have several opportunities to update, you can do it all at once using a simple view. Create a view of opportunities that includes the field Process.

Make sure the results include at least one opportunity that is using the new process. This way, you’ll be able to clearly see the ID for the new process vs. the old.

Next, you’ll want to export the results to Excel or edit directly in Excel Online. Copy the ID of the new process over the ID of the old process.

In Excel Online before changing the Process ID:

In Excel Online after changing the Process ID:

Then import your changes and all of the opportunities will now be using the new process!

MSCRM – Recurring Tasks

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Do you have specific tasks that you do on a regular basis and would like to automate their creation? MSCRM doesn’t have the capability to do this out-of-the-box but with a few new fields and a simple workflow, you can do it yourself.

The only field that you need to create is an option set for the recurrence frequency. I called the field “Recurrence” and the options available are None, Weekly, Monthly, Quarterly. I’ll review the workflow April’s Tips & Tricks Google Hangout so make sure you join us!

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