Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

Looking for suggestions on creating user notification email subscriptions

  • 1.  Looking for suggestions on creating user notification email subscriptions

    GOLD CONTRIBUTOR
    Posted 17 days ago
    I have notification emails that are set to generate via workflow on a recurring basis. These make use of Jason Lattimer's CRMStringWorkflowUtilities, Aiden Kaskela's WorkflowElements, and Luca Alexander's workflowscheduler.

    What it does:
    The email creates tables of all open, due (or overdue) cases, opportunities, and/or tasks. These are combined into a single string using a custom action, and then an email sent to users on a daily basis. I manually add users to the FetchXML for the recurring workflow.

    What I want to do:
    I want to have a means for users to opt-in to this (and future) emails. If these were contacts, I could use the marketing lists. I am looking for suggestions based on your experiences doing something similar. The easiest method I can think of is to just add a checkbox to the user form.

    Thanks for taking a look and for your ideas!

    ------------------------------
    Adam Posegate
    Fox Valley Technical College
    Appleton WI
    ------------------------------


  • 2.  RE: Looking for suggestions on creating user notification email subscriptions

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Adam Posegate - A couple of ideas to consider:

    1) Microsoft Flow:

    With Flow, you can setup the scheduling the Flow to run. ​After the schedule trigger, you can add a condition to look for the checkbox on the user form.

    Additionally, you can create an HTML table within Flow and then embed the output into your email. Prior to the "Create HTML Table" step, you can gather the information you need, then you can set up custom column names and values in the HTML table.

    I would recommend using a Service Account to run the Flows. Just like CRM Workflows that are owned by user, if the user account is disabled/deleted, then the Flows won't run.


    2) User Contact Records

    I have worked with many folks that have Contact records set up to match their Users. This is helpful in several ways, but, in your scenario, you could the records in marketing lists. I would suggest that you flag these User Contacts uniquely to keep them separated from your Customer Contacts.

    Here is a great thread that covers examples of having User Contact records: https://community.dynamics.com/crm/f/117/t/159899



    ------------------------------
    Aaron Back, MCSE
    Sr. Microsoft Dynamics 365 Consultant
    www.acemicrotech.com
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
    ------------------------------



  • 3.  RE: Looking for suggestions on creating user notification email subscriptions

    GOLD CONTRIBUTOR
    Posted 17 days ago
    Thanks @Aaron Back, MCSE - I have the scheduling and formatting all done with the workflows. My main issue at this point is a sustainable "subscription" method. Send this email to these users, but not those other users.

    The method of having contacts that match users is that the email addresses would be the same. This causes major headaches for email tracking.​

    What about a custom entity with a N:N relationship for subscriptions? This might be scaleable as more subscription options come up.

    ------------------------------
    Adam Posegate
    Fox Valley Technical College
    Appleton WI
    ------------------------------



  • 4.  RE: Looking for suggestions on creating user notification email subscriptions

    TOP CONTRIBUTOR
    Posted 16 days ago
    Hey Adam-

    I wouldn't set up the users as contacts -- we did that here and it turned into an email tracking mess, as you said.

    How many reports are you possibly going to have that users can subscribe to? Could you get away with some simple Two Option fields on the User form? On our contact forms, we have some simple Yes/No fields for the types of notifications our customers or sales reps want to get daily/weekly. Then we just have the FetchXML (using Workflow Elements, of course!) read all of the contacts that are active and have 'Yes' selected.

    You wouldn't have to modify the FetchXML anymore either.

    -Joe


    ------------------------------
    Joseph C. Markovich
    IT Manager
    Okaya Electric America
    Valparaiso IN
    ------------------------------



  • 5.  RE: Looking for suggestions on creating user notification email subscriptions

    TOP CONTRIBUTOR
    Posted 16 days ago
    Adam-

    I just looked at our User form and forgot to tell you this! I made a modification to the user form to show the Teams they are part of -- added a subgrid at the bottom. We set up some additional teams (Weekly Marketing, Weekly Sales, etc) the users can add themselves to. These teams are just a type of user access.

    Our automatic emails then email the team.

    -Joe

    ------------------------------
    Joseph C. Markovich
    IT Manager
    Okaya Electric America
    Valparaiso IN
    ------------------------------



  • 6.  RE: Looking for suggestions on creating user notification email subscriptions

    GOLD CONTRIBUTOR
    Posted 16 days ago
    Teams is something I had not thought of. That could work very well without requiring custom entity support. Do you use teams for anything else in your organization? Does it affect dashboards or views?

    ------------------------------
    Adam Posegate
    Fox Valley Technical College
    Appleton WI
    ------------------------------



  • 7.  RE: Looking for suggestions on creating user notification email subscriptions

    TOP CONTRIBUTOR
    Posted 15 days ago
    Hi Adam-

    Yes, we use teams for group ownership of records, but those are a team type of Owner. The teams we use for the emailed reports and notifications are a type of Access.

    It hasn't had any negative effect on views, dashboards, ownership, etc.

    Thanks.
    -Joe

    ------------------------------
    Joseph C. Markovich
    IT Manager
    Okaya Electric America
    Valparaiso IN
    ------------------------------



If you've found this thread useful, dive deeper into User Group community content by role