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creating email workflow to pull in email addresses (externally) if not current contact or internal user

  • 1.  creating email workflow to pull in email addresses (externally) if not current contact or internal user

    TOP CONTRIBUTOR
    Posted 25 days ago
    I thought I could set up an email workflow that would send updates to external clients (and sales reps) pulling from the email address fields I created. I kept running into issues while inserting this to the TO field on the email template. A friend said I could only pull in contacts or users. The quickest work around would be to just make the email address box mandatory on the contact page, but this will cause LOTS of issues and anger many of my other users because a contact might not always have an email (or they enter contact info and fill that in later on if at all).
    What are my other options without trying to set up 15 other workflows to trigger and make things more complicated? Can I change my email address fields to lookup fields and then if email is not listed from the contact form the user has to then enter as a new contact to achieve getting the email address to pull in? Could I then pull the external client into the TO field that way?

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    Heather L
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    Conference-CRMUG_200x200


  • 2.  RE: creating email workflow to pull in email addresses (externally) if not current contact or internal user

    MICROSOFT MVP
    Posted 25 days ago

    @Heather Laughlin - Check in your System Settings to see if the "Allow Messages with unresolved email recipients to be sent" is set to "Yes". This should allow you to send out the emails.



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    Aaron Back
    Microsoft MVP | Sr. Microsoft Dynamics 365 Consultant
    ACE Microtechnology
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
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    Conference-CRMUG_200x200


  • 3.  RE: creating email workflow to pull in email addresses (externally) if not current contact or internal user

    TOP CONTRIBUTOR
    Posted 25 days ago
    Fantastic news! ok- mine was set to NO. I changed to yes. Will I need the other uses to change their settings as well?
    Will this then allow me to see my email address fields to pull into the TO field? Or how does that still work?

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    Heather L
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    Conference-CRMUG_200x200


  • 4.  RE: creating email workflow to pull in email addresses (externally) if not current contact or internal user

    TOP CONTRIBUTOR
    Posted 24 days ago
    @Aaron Back I am getting closer! So, I set my workflow up like this, however I am still not getting my test email. I have my condition set up as follows: so I need the client email update sent field to equal Yes and the contact 1 to contain a name (the email will then be stored in the contact form) or Contact 1, contact 2, 3 etc to contain a name and email address (pulling from contact form) to send email out. However, my workflow option only allows me to select when Record is created, which wont necessarily trigger upon creation. they might not even fill that section out until later on. It wont let me pick Record status changes. Could this be hindering my test email from going out?


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    Heather L
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    Conference-CRMUG_200x200


  • 5.  RE: creating email workflow to pull in email addresses (externally) if not current contact or internal user

    MICROSOFT MVP
    Posted 10 days ago
    @Heather Laughlin - Do you not see the "Start when" option for "Record fields change"? There should be a "Select" button next to it. This will allow you choose which fields kick off the trigger. I recommend pairing the fields you choose here with a Condition (or Conditions).



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    Aaron Back
    Microsoft MVP | Sr. Microsoft Dynamics 365 Consultant
    ACE Microtechnology
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
    ------------------------------

    Conference-CRMUG_200x200


  • 6.  RE: creating email workflow to pull in email addresses (externally) if not current contact or internal user

    TOP CONTRIBUTOR
    Posted 7 days ago
    Thank you! I ended up figuring it out and the workflow works great!

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    Heather L
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    Conference-CRMUG_200x200


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